Executive Assistant

Role - : Executive Assistant

Knowledge & Skills

Proficiency in MS Office Suite (Excel, Outlook, PowerPoint, Word)

Excellent communication skills (verbal and written) in English with strong interpersonal skills

Strong organizational and administrative abilities with influential stakeholder management

Understanding of international travel processes and logistics

Ability to handle urgent or weekend tasks, particularly around travel

Confident and proactive personality with a calm approach in high-pressure situations

Administrative Support

Provide daily administrative assistance, including handling calls, emails, and internal communication

Manage calendar efficiently, schedule meetings, and coordinate internal / external interviews

Approve Concur requests and support team members in using the Concur system

Coordinate office car bookings and other logistics with the admin team

Ensure timely reminders and nudges for mandatory trainings (e.g., POSH, Conflict of Interest)

Act as a reliable crisis support resource, maintaining composure and readiness

Travel Management

Independently manage domestic and international travel for the Sales Head and DILT members

Coordinate flights, hotels, and ground transport while adhering to company policies

Handle last-minute bookings, unavailable hotel cases (outside portal), seek timely approvals, and book accordingly

Ensure travel expenses are submitted and maintain a record of Concur entries for at least one year

Maintain medical e-cards for employees and assist with policy-related travel clarifications

Documentation

Maintain, organize, and archive important documents and records for easy retrieval

Ensure confidentiality of sensitive information

Handle documentation related to Power of Attorney for East zone approvals

Support internal documentation needs, data compilation, and compliance tracking

Office Administration

Monitor office supply levels, pantry items, and stationery, and coordinate replenishment

Ensure meeting rooms and shared spaces are presentable and functional (AV setup, seating etc.)

Track maintenance needs and coordinate repairs or service follow-ups with vendors

Assist in organizing internal events and leadership visits (venue, logistics, basic setup)

Coordinate caterers, guest lists, and internal communications for office functions

Housekeeping

Liaise with housekeeping staff to ensure cleanliness and hygiene is maintained across the office

Conduct routine checks and escalate any issues related to upkeep

Ensure hygiene essentials (sanitizers, tissues, refreshments) are stocked regularly

Oversee daily office maintenance and support basic compliance requirements

Employee Engagement

Support HR in planning and executing employee engagement events and internal celebrations

Coordinate logistics, invites, and materials in collaboration with the HR team

Assist with onboarding arrangements (desk setup, welcome kits, basic orientation support)

Be a point of contact for employees needing help with internal processes

Additional Expectation :

Act as a dependable support to the Sales Head, staying alert to internal dynamics, managing escalations calmly, and stepping in proactively when urgent assistance is needed. This role demands discretion, efficiency, and responsiveness at all times.

Flexible Working Statement : Flexibility is key to our success. From part-time and compressed hours to different locations, our people work flexibly in ways to suit them. Talk to us about what flexibility means to you so that you’re supported from day one.

Diversity statement : Our purpose is to celebrate life, every day, everywhere. And creating an inclusive culture, where everyone feels valued and that they can belong, is a crucial part of this.

We embrace diversity in the broadest possible sense. This means that you’ll be welcomed and celebrated for who you are just by being you. You’ll be part of and help build and champion an inclusive culture that celebrates people of different gender, ethnicity, ability, age, sexual orientation, social class, educational backgrounds, experiences, mindsets, and more.

Our ambition is to create the best performing, most trusted and respected consumer products companies in the world. Join us and help transform our business as we take our brands to the next level and build new ones as part of shaping the next generation of celebrations for consumers around the world.