Executive Assistant and Office Manager

WorldQuant LLC; Bengaluru; On-site; INR 1,200,000 - 2,200,000; Full time

Job summary

WorldQuant LLC seeks an Executive Assistant and Office Manager in Bengaluru to coordinate complex calendars, travel, and confidential support for senior leadership. You will ensure seamless communication across time zones, manage facilities, and maintain an efficient office environment.

The role blends admin excellence with facilities oversight in a fast-paced setting. The ideal candidate has 7+ years of executive support experience, strong organizational skills, and a proactive, collaborative

Qualifications

• 7+ years of executive-level support to a senior executive.
• Sophisticated calendar management across multiple time zones.
• Strong organizational and planning skills with prioritization.
• Experience cultivating a positive office and employee experience.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft Office and related software.
• Ability to maintain confidentiality and discretion.
• Demonstrate a 24/7 mentality while balancing work/life.
• Be a proactive teammate and willing to help others.

Responsibilities

• Manage complex calendar across time zones with scheduling, rescheduling, and cancellations.
• Coordinate international travel, ground transport, lodging, and visas.
• Communicate with other EAs for aligned schedules and needs.
• Maintain confidentiality in all personal and organizational matters.
• Understand organizational goals and key stakeholders for effective comms.
• Create travel expense reports using Workday Expense.
• Lead Bangalore office facilities and operations.
• Assist facilities director with improvement plans and projects.
• Stock kitchen breakroom daily and manage snacks/beverages.
• Interface with property managers and vendors onsite.
• Provide first-level IT support and inventory IT equipment.
• Coordinate desk setups for new hires and moves.
• Organize team building activities for the local team.

Skills

Executive support

Calendar management

Organizational skills

Communication

Confidentiality

Team player

Work-life balance mindset

Multi-time zone coordination

Tools

Microsoft Office

Job description

WorldQuant develops and deploys systematic financial strategies across a broad range of asset classes and global markets. We seek to produce high-quality predictive signals (alphas) through our proprietary research platform to employ financial strategies focused on market inefficiencies. Our teams work collaboratively to drive the production of alphas and financial strategies – the foundation of a balanced, global investment platform.

WorldQuant is built on a culture that pairs academic sensibility with accountability for results. Employees are encouraged to think openly about problems, balancing intellectualism and practicality. Excellent ideas come from anyone, anywhere. Employees are encouraged to challenge conventional thinking and possess an attitude of continuous improvement.

Our goal is to hire the best and the brightest. We value intellectual horsepower first and foremost, and people who demonstrate an outstanding talent. There is no roadmap to future success, so we need people who can help us build it.

The Role

We are seeking an exceptionally talented Executive Assistant and Office Manager to join our team. The ideal candidate will have exceptional organizational and analytical skills, attention to detail and the ability to thrive in a fast-paced and dynamic environment. At WorldQuant, we believe in work/life balance, but we also have a 24/7 mentality, and the Executive Assistant/Office Manager must be able to handle multiple priorities, often with little notice.

Job responsibilities include, but are not limited to the following:

Executive Assistance

• Manage complex calendar including scheduling, rescheduling and canceling meetings as needed across multiple time zones while maintaining meeting cadences.
• Coordinate and manage all aspects of travel arrangements, including domestic and international air travel, ground transportation, accommodations and visas.
• Communicate effectively and efficiently with other Executive Assistants ensuring all needs are met and schedules are aligned.
• Maintain confidentiality and discretion in all matters pertaining to the individual and the organization.
• Develop and maintain a strong understanding of the organization’s goals, priorities and key stakeholders to ensure effective communication and coordination.
• Create travel expense reports using Workday Expense

Office Management

• Lead office facilities and operations for the Bangalore office
• Assist Director of Facilities with improvement plans and projects
• Be responsible for the office snack and beverage program. Stock the kitchen breakroom daily.
• Liaison to the property manager and onsite contact for all vendors
• Provide first level technical support, organize, and inventory all IT equipment
• Coordinate desk set-ups for new hire and coordination of moves
• Organize team building activities for the local team

What You’ll Bring

• Minimum of 7 years’ experience providing executive-level support to a senior executive is required
• Experience in sophisticated calendar management across multiple time zones
• Strong organizational and planning skills, with the ability to manage tasks and priorities effectively
• Experience cultivating a positive office and employee experience
• Excellent written and verbal communication skills
• High level of proficiency in Microsoft Office and other relevant software
• Ability to maintain a high level of confidentiality and discretion
• Demonstrate a 24/7 mentality while maintaining a work/life balance
• Be a great teammate with a strong willingness to participate and help others

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