Executive Assistant - Specialist

Omnicom Global Solutions; Mumbai; On-site; INR 1,200,000 - 2,000,000; Full time

Benefits offered by this job

Hybrid work model

Job summary

Omnicom Global Solutions in Mumbai seeks a Specialist to support HR operations and executive activities, acting as the central coordinator for administrative and logistical requirements. The role ensures timely communication and smooth day-to-day execution.

The ideal candidate will manage travel, calendar for senior leaders, expense coordination, and meeting logistics, while proactively anticipating needs and maintaining high-quality support across the team.

Qualifications

• Graduate or postgraduate degree in HR.
• 5-7 years of travel, expense management, and administration experience.
• Superior communication skills (verbal and written).
• Strong sense of what quality resume/work history looks like and understand complex requirements across roles.
• Proficiency with multiple sourcing tools.
• Time management and ability to multi-task and prioritize.

Responsibilities

• Manage end-to-end business travel arrangements for the team, including flights, hotels, ground transportation and cab bookings.
• Own calendar and diary management for senior leadership, including the Creative President, two Executive Creative Directors (ECDs) and Deputy CSO, ensuring effective scheduling and prioritization of meetings.
• Coordinate expense management activities for the CSD, including expense submission, documentation, tracking and follow-up for timely processing.
• Provide comprehensive meeting and event coordination support for key client and business meetings, including meeting-room bookings, catering arrangements and coordination with internal and external service providers.
• Liaise with the Building Events Team and relevant internal stakeholders to coordinate event logistics, facilities and on-site requirements.
• Manage visitor access and meeting logistics, including visitor passes, reception coordination and other access requirements for internal and external attendees.
• Coordinate printing, meeting materials and other administrative requirements to ensure seamless execution of leadership and client meetings.
• Act as a central coordination point for administrative and logistical requirements, ensuring timely communication and smooth execution of day-to-day activities.
• Proactively anticipate leadership and team requirements, resolve administrative issues and ensure a high-quality executive support experience.

Skills

Calendar Management

Travel Management

Expense Management

administration

Education

Graduate or Post Graduate Degree in HR

Job description

Overview

Experience : 5+ Years
Location : Mumbai
Shift: 2 PM -11 PM IST (Day light Saving 3 PM - 12 AM IST)

Hybrid Model: 3 Days work from office per week

Skills: Calendar Management, Travel Management, Expense Management, administration

Join us at OGS

We are OGS—Omnicom's Integrated Solutions Engine that brings together a global talent community and connected capabilities in data, creative, media, commerce, and technology to build adaptive, future-ready solutions.

We are redefining the global capability center - not as an offshoring hub, but as a true inside edge. OGS is the place where the future is tested, built, and scaled for the world’s most ambitious agencies and clients.

With over 7,000 talented professionals in India, we are proud to be a diverse, inclusive, and collaborative community that thrives on innovation and excellence. Our teams work with some of the world’s most iconic brands, helping them move faster and achieve more—everywhere. We are growing rapidly and looking for passionate individuals to be part of this journey.

Let us build this, together!

Role Review

We have an exciting role of Specialist to support Omnicom agencies to perform HR operations processes and executive support activities. You will act as a central coordination point for administrative and logistical requirements, ensuring timely communication and smooth execution of day-to-day activities.

Responsibilities

• Manage end-to-end business travel arrangements for the team, including flights, hotels, ground transportation and cab bookings, ensuring timely and cost-effective coordination.
• Own calendar and diary management for senior leadership, including the Creative President, two Executive Creative Directors (ECDs) and Deputy CSO, ensuring effective scheduling and prioritization of meetings.
• Coordinate expense management activities for the CSD, including expense submission, documentation, tracking and follow-up for timely processing.
• Provide comprehensive meeting and event coordination support for key client and business meetings, including meeting-room bookings, catering arrangements and coordination with internal and external service providers.
• Liaise with the Building Events Team and relevant internal stakeholders to coordinate event logistics, facilities and on-site requirements.
• Manage visitor access and meeting logistics, including visitor passes, reception coordination and other access requirements for internal and external attendees.
• Coordinate printing, meeting materials and other administrative requirements to ensure seamless execution of leadership and client meetings.
• Act as a central coordination point for administrative and logistical requirements, ensuring timely communication and smooth execution of day-to-day activities.
• Proactively anticipate leadership and team requirements, resolve administrative issues and ensure a high-quality executive support experience.

Qualifications

• Graduate | Post Graduate Degree in HR

• 5-7 years of overall experience in travel & expense management, and administration

• Superior communication skills (verbal and written)

• Possess a strong sense of what quality resume/work history looks like and understand the many complex requirements of multiple roles across all disciplines

• Proficiency with multiple sourcing tools

• Time Management - Ability to multi-task and prioritize