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(08 / 10 / 2025) Lead Executive Assistant

(08 / 10 / 2025) Lead Executive Assistant

WhatfixIndia
6 hours ago
Job description

Who are we?

Whatfix is a leading global B2B SaaS provider and the largest pure-play digital adoption platform (DAP). Whatfix empower organizations to maximize the ROI of their digital investments by tailoring it for the needs of each unique user.

Spearheading the category with serial innovation and unmatched customer-centricity, Whatfix is the only DAP innovating beyond the category. Their product suite offers three powerful tools : Digital adoption to help users right within any software, no-code Product Analytics to uncover and resolve adoption gaps, and Mirror for application simulation, driving safe, hands-on learning in software replicas.

The company has seven offices across the US, India, UK, Germany, Singapore, and Australia and a presence across 40+ countries.

Customers : 700+ enterprise customers, including 80+ Fortune 500 companies such as Shell, Schneider Electric, and UPS Supply Chain Solutions.

Investors : A total of ~$270 million USD has been raised as yet. Most recently Series E round of $125 Million USD led by Warburg Pincus, with participation from existing investor SoftBank Vision Fund 2. Other investors include Cisco Investments, Eight Roads Ventures (A division of Fidelity Investments), Dragoneer, Peak XV Partners, and Stellaris Venture Partners.

Whatfix’s leadership is consistently recognized across top industry analysts and business rankings :

  • Only DAP to be recognized as a “Leader” across various DAP reports for the past 5+ years by leading analyst firms like Gartner, Forrester, IDC, and Everest Group.
  • With over 45% YoY sustainable annual recurring revenue (ARR) growth, Whatfix is among the “Top 50 Indian Software Companies” as per G2 Best Software Awards.
  • Named a Gartner Customers’ Choice for DAP for the second year in a row (2024 and 2025)—the only vendor in the market to earn this distinction consecutively.
  • We also boast a star rating of 4.6 on G2 Crowd, 4.5 on Gartner Peer Insights, and a super-high CSAT of 99.8%
  • Stevie Award winner in the category (Bronze) : Customer Service Department of the Year – Computer Software - 100 or More Employees.
  • Won the 2025 AI
  • Breakthrough Award in the Overall AI-based Analytics Solution of the Year category
  • Winner of the ISG Paragon Innovation Award in partnership with Sophos (customer) for the EMEA region and finalist in the Transformation Award category.
  • RemoteTech Breakthrough Awards winner for “Software Asset Management Solution of the Year”

These recognitions are matched by business performance :

  • Highest-Ranking DAP on 2023 Deloitte Technology Fast 500™ North America for Fourth Consecutive Year
  • Listed on the Financial Times & Statista's High-Growth Companies Asia-Pacific 2025 list.
  • Won the Silver for Stevie's Employer of the Year 2023 – Computer Software category and also recognized as Great Place to Work 2022-2023
  • Only DAP to be among the top 35% companies worldwide in sustainability excellence with EcoVadis Bronze Medal

    • Key Responsibilities

    1. Team Leadership & Capability Building

  • Lead, mentor, and scale a geographically distributed EA team.
  • Hire, train, and evaluate performance; own EA career paths.
  • Maintain and refine the accountabilities of the EA function, ensuring consistency across regions.

    • 2. Executive Support & Strategic Operations

  • Oversee scheduling, calendar, and stakeholder interface for C-suite and leadership.
  • Ensure seamless execution of high-stakes meetings (board, investor, customer).
  • Partner with the CEO’s office to drive strategic projects, off-sites, and core initiatives.

    • 3. Data & Insights

  • Define, monitor, and report EA-level KPIs (SLAs, utilization, satisfaction, cost metrics).
  • Conduct root-cause analysis, trend identification, and forecasting to optimize EA capacity.
  • Create dashboards and visualizations to provide leadership visibility into EA operations.

    • 4. Global Site & Operational Governance

  • Oversee global office operations : seating allocation, visitor management, site policies, and admin support.
  • Collaborate with HR, IT, and facilities across regions to tailor operations to local requirements and regulations.
  • Ensure compliance with local laws, cultural norms, and data privacy practices.

    • 5. Cross-Functional Collaboration & Stakeholder Management

  • Act as a strategic partner to HR, Finance, Legal, IT, and Business functions.
  • Liaise with regional leadership to align EA priorities with business needs.
  • Drive continuous process improvements across EA workflows (travel, contracts, approvals).

    • 6. Approvals & Governance

  • Serve as proxy approver for executive workflows (leaves, resignations, contracts, visas).
  • Monitor adherence to SLAs and compliance goals — aim for zero breaches.
  • Audit and review expense, travel, and workflow policies periodically.
  • Candidate Profile & Qualifications /

    • Experience & Skills

  • 6–8 years of EA / executive support experience in fast-paced, global environments.
  • Proven track record managing dispersed teams and multiple geographies.
  • Hands-on experience overseeing Admin operations for global sites (outside India) — including vendor management, facilities, and site governance.
  • Experience handling strategic projects for CEO or executive offices.
  • Strong analytical skills : comfortable working with data, creating reports & dashboards.
  • Experience or knowledge of using AI tools to enhance productivity, streamline workflows, and support decision-making.
  • Excellent cultural sensitivity — experience supporting teams across multiple regions (e.g., EMEA, APAC, Americas).
  • Outstanding stakeholder management and influence across functions.
  • High proficiency with G-Suite / MS Office, travel & expense tools, workflow systems (e.g., Jira, SAP / SuccessFactors, Spotdraft).

    • Attributes & Competencies

  • Strategic mindset combined with hands-on execution capability.
  • Collaborative and consultative : able to partner across functions and geographies.
  • Adaptability and resilience in ambiguity and change.
  • Detail-oriented, process-driven, and metrics-focused.
  • Excellent communication (written, verbal) with an ability to simplify complex workflows.

    • Note :

  • We strive to live and breathe our Cultural Principles and encourage employees to demonstrate some of these core values - Customer First; Empathy; Transparency; Fail Fast and scale Fast; No Hierarchies for Communication; Deep Dive and innovate; Trust, Do it as you own it;
  • We are an equal opportunity employer and value diverse people because of and not in spite of the differences. We do not discriminate on the basis of race, religion, color, national origin, ethnicity, gender, sexual orientation, age, marital status, veteran status, or disability status
  • At Whatfix, we deeply value collaboration, innovation, and human connection. We believe that being together in the office five days a week fosters open communication, strengthens our sense of community, and accelerates innovation—ultimately helping us achieve our goals more effectively. At the same time, we recognize the importance of flexibility in balancing personal and professional priorities. To support this, we offer the option to work from home up to two days per month.
  • In any situation that requires additional flexibility, we’re open to considering exceptions on a case-by-case basis to ensure you’re supported in managing both work and life seamlessly.
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