Executive Assistant cum Office Manager (mid senior)(Based in Mumbai)

MicroPort; Mumbai; On-site; INR 2,500,000 - 4,200,000; Full time

Job summary

MicroPort in Mumbai seeks an Executive Assistant to the Regional Vice President who will also oversee the Mumbai CoE office operations. The role requires a highly responsive, proactive, and detail-oriented professional capable of managing complex travel across time zones and dynamic scheduling.

You will coordinate international and domestic travel, prepare briefing materials and travel documentation, manage meeting calendars, and act as the front-desk representative for visitors and

Qualifications

• Bachelor’s degree in Business Administration, Communications, or a related field.
• 5–10 years of experience in Executive Assistant or Office Management.
• Proven experience supporting senior executives with intensive travel schedules.
• Experience in multinational or regional environments preferred.
• Front desk/office operations experience is an advantage.

Responsibilities

• Manage a complex, multi-time-zone calendar and high-frequency travel.
• Coordinate international and domestic travel, visas, accommodation, ground transport, and itineraries.
• Proactively manage time zone differences for meetings across regions.
• Act as a central coordination point to optimise travel efficiency.
• Provide real-time support during travel, including last-minute changes.
• Prepare briefing materials, meeting packs, and travel documentation ahead of trips.
• Track travel expenses and reimbursements.
• Serve as a liaison between the RVP, HQ, regional teams, and external stakeholders.
• Maintain confidentiality and professionalism.
• Oversee Mumbai office operations and vendor management.
• Ensure office environment is well-organised and aligned with standards.
• Support budget tracking and cost management for office operations.
• Coordinate internal meetings, events, and administrative processes.

Skills

Travel coordination

Calendar management

Communication

Multitasking

Education

Bachelor’s degree in Business Administration, Communications, or a related field

Tools

Outlook

Excel

PowerPoint

Word

Travel booking platforms

Expense systems

Job description

This role provides high-level executive support to the Regional Vice President (RVP) while also overseeing office operations and acting as the front-of-house representative for the organisation’s Center of Excellence (CoE) in Mumbai.

The RVP travels extensively across regions and operates across multiple time zones. Therefore, this role requires a highly responsive, proactive, and detail-oriented Executive Assistant capable of managing complex travel, dynamic scheduling, and real-time coordination.

Key Responsibilities

Executive Assistant to RVP (High-Intensity Travel Support)

• Manage a complex and frequently changing calendar, accommodating multiple time zones and shifting priorities.
• Coordinate high-frequency international and domestic travel, including flights, visas, accommodation, ground transport, and detailed itineraries.
• Proactively manage time zone differences, ensuring seamless scheduling of meetings across regions.
• Act as a central coordination point to optimise the RVP’s travel efficiency and productivity.
• Provide real-time support during travel, including handling last-minute changes and urgent requests.
• Prepare briefing materials, meeting packs, and travel documentation ahead of trips.
• Track and manage travel expenses and reimbursements.
• Serve as a key liaison between the RVP, HQ, regional teams, and external stakeholders.
• Maintain strict confidentiality and professionalism in all matters.

Office Management

• Oversee the day-to-day operations of the Mumbai office and Center of Excellence.
• Manage office vendors, facilities, supplies, and administrative services.
• Ensure the office environment is well-organised, functional, and aligned with corporate standards.
• Support budget tracking and cost management for office operations.
• Coordinate internal meetings, events, and administrative processes.
• Ensure compliance with company policies and local administrative requirements.

Reception & Client Experience (CoE Front Desk)

• Serve as the first point of contact for visitors, clients, and stakeholders.
• Deliver a professional, welcoming, and high-quality visitor experience.
• Manage meeting room bookings, visitor access, and hospitality arrangements.
• Support client visits, leadership meetings, and demonstrations hosted at the CoE.
• Ensure reception and common areas reflect a professional corporate image at all times.

Requirements

Education

• Bachelor’s degree in Business Administration, Communications, or a related field.

Experience

• 5–10 years of experience in Executive Assistant, Office Management, or similar roles.
• Proven experience supporting senior executives with intensive travel schedules.
• Strong experience managing complex international travel and multi-time-zone coordination.
• Experience in multinational or regional environments is preferred.
• Exposure to front desk / office operations is an advantage.

Technical & Language Skills

• Proficiency in Microsoft Office (Outlook, Excel, PowerPoint, Word).
• Familiarity with travel booking platforms and expense systems.
• Fluent in English (written and spoken).