Ld Administrative Assistant

CME Group; Bengaluru; On-site; INR 900,000 - 1,200,000; Full time

Job summary

CME Group in Bengaluru seeks a Lead Administrative Assistant to partner with the India Head and leadership team, delivering high-level executive support and driving operational excellence across the administration spectrum.

The role owns end-to-end processes including visitor management, corporate housing, procurement lifecycles, and large-scale events and training deployments, while maintaining discretion and handling sensitive information with poise.

Qualifications

• ,Proven ability to manage executive calendars and stakeholder engagement across regions.
• -Own end-to-end travel logistics and mobility programs.
• -Lead governance and board logistics, including materials and venue management.
• -Manage procurement governance, vendor lifecycles, and financial controls.
• -Demonstrate independent accountability and communication under pressure.
• -Maintain discretion with highly sensitive information.

Responsibilities

• Own calendar strategy and coordination across India Head and leadership team.
• Design, oversee international travel logistics and mobility programs.
• Lead administrative execution for governance and board meetings, including materials and venue management.
• Manage leadership expense report reconciliations and approvals.
• Oversee visitor management and corporate housing portfolio.
• Direct corporate events and training deployments across the organization.
• Govern procurement governance and vendor relationships, ensuring compliance.

Skills

Executive support

Calendar management

Travel logistics

Governance

Procurement governance

Vendor management

Events & training

Housing management

Safety coordination

Communication under pressure

Job description

The Lead Administrative Assistant provides comprehensive, high-level executive partner support to the India Head and leadership team, driving operational excellence, logistics strategy, and client services for senior executives and their respective organizations. Additionally, this role holds complete strategic ownership over critical administrative ecosystems, including end-to-end visitor management frameworks, the corporate housing portfolio, full procurement and vendor lifecycles of admininistration related purchases, and large-scale corporate events and training deployments. Operating independently, this professional takes full ownership of complex business demands, resolving high-pressure operational challenges within tight timelines. The incumbent sets the standard for a poised and professional demeanor, exercises flawless discretion with highly sensitive information, and possesses master-level knowledge of corporate operations, procurement governance, and administrative policies.

Core Areas of Process Ownership:

1. Executive Partnership & Execution

Calendar Strategy & Stakeholder Engagement: Own the India Head's calendar, strategically optimizing time allocation by understanding the distinct requirements, priorities, and of both the India Head and the broader leadership team. S/he will proactively orchestrate and set up high-impact meetings across complex landscapes. This requires collaborating seamlessly with senior leaders and their respective administrative assistants in other regions (including US, EMEA, and APAC) to bridge time zones. Additionally, the incumbent is expected to expertly liaise with external organizations and senior industry leaders to coordinate and establish critical external engagements.

Global Travel & Mobility Programs: Design, execute, and oversee end-to-end global and domestic travel requirements, personally managing complex international travel logistics, local transport frameworks, and executive transfers.

Governance & Board Logistics: Lead the administrative execution for corporate governance and board meetings, responsible for printing and distributing physical reports and materials for board meetings, audio-visual recording compliance, venue management, and catering operations.

Financial & Workflow Operations: Act as the primary gatekeeper for leadership workflows, personally compiling and managing complex expense report reconciliations for leadership approval and Accounts Payable processing. S/he will independently track and drive pending tasks for approvals, while formulating and issuing comprehensive weekly status digests to ensure timely completion of administrative approvals and decisions.

Visitor & Mobility Management: Own the operational workflow for local and international visitors, ensuring seamless allocation of workspaces, parking, office access and dedicated transport logistics.

Corporate Housing Program: Manage the end-to-end corporate housing portfolio, including lease agreements, workflow administration, vendor relationships, and payment structures.

Employee Safety & Outings: Govern the safety protocols and logistics for team outings, coordinating cross-functionally with physical security teams to manage escort guard programs.

Corporate Events & Training Deployments: Direct the end-to-end logistical setup for both internal and external large-scale events, townhalls, panel discussions, and office celebrations. Oversee and execute the scheduling and localization of POSH trainings, including training sessions for internal employees and associated support staff.

3. Procurement Governance & Financial Compliance

Vendor & Supply Chain Lifecycle: Directly manage the procurement lifecycle for corporate gifting and branding initiatives, executing the pipeline from initial product sourcing and quality sampling through to branding approvals and final distribution.

Fiscal Compliance & Controls: Govern financial tracking by verifying vendor invoices against delivery documentation, auditing logistics utilization sheets, and raising monthly Purchase Requests against precise cost-center parameters.

Strategic Problem Solving: Proven ability to analyze systemic problems, think critically, and engineer sustainable solutions for complex operational and administrative bottlenecks.

Change Leadership & Stakeholder Management: Highly flexible and resilient execution style capable of navigating shifting organizational priorities and ambiguous demands with grace. Demonstrates expert cross-functional collaboration to manage diverse stakeholder expectations, build strong institutional relationships, and handle sensitive situations professionally.

Independent Accountability & Communication: Exceptional capability to operate as a high-level individual contributor, taking full responsibility for tasks and making critical decisions under pressure without a supporting execution team. Delivers precise, proactive, and timely status updates to ensure leadership remains perfectly aligned.

Operational Foresight: Expert capability to anticipate future challenges, look round corners, and devise proactive mitigation strategies to support leadership, management stakeholders and employees.