Executive Administrative Assistant 3
Share
Job Location:
Monthly Salary:
Posted on:
1 hour ago
Vacancies:
1 Vacancy
Job Summary
Job Description:
2. Scope of Work
2.1 Calendar & Stakeholder Coordination
End-to-end calendar management for the AGC across India US and APAC time zones.
Conflict resolution focus-time protection and meeting prioritization.
Coordination of recurring forums: IGA Monthly Meeting India Embassy Team Sync India Townhall LT and Manager connects.
Partnering with offices of Asia leadership (Mike Yeh) and APAC admin peers on cross-org scheduling.
2.2 Travel Management - Inbound Senior Leader Visits
Owned the full Delhi visit agenda for senior leaders traveling from outside India including itinerary transport security coordination meeting orchestration and protocol.
Coordinated multiple inbound Asia and US-based leader visits to India offices through.
2.3 Travel Management - Outbound for the AGC
Booked and reconciled multi-segment international travel (Singapore Airlines Lufthansa) for Seattle and APAC trips.
Curated Seattle dinner programs across restaurants.
Plan large events to host Asia colleagues as part of the FY27 H2 Mid-Year Retreat logistics.
Visa ticketing hotel and ground transport for all AGC trips.
2.4 Event & Visit Logistics
India Townhall - venue AV agenda packets speaker support.
GLEAM event preparation - collateral RSVPs run-of-show.
2.5 Expense Card & Concur Operations
Submission and reconciliation of multiple expense reports in Concur including reports.
Lifecycle management of the AGCs American Express corporate card - renewals disputes statement reconciliation.
Partnered on Concur tool issue resolution with internal finance teams.
2.6 PO Vendor & Compliance Management
Initiated and maintained the FY25 PO Tracker.
Vendor onboarding invoicing follow-up and payment reconciliation.
GST compliance coordination for facilities - conference rooms and similar engagements.
SRMM (Spend Risk Management Modernization) submissions and follow-through.
Matter management coordination for external legal contractors supporting India.
FY27 Summit Expense - IGA admin lead.
2.7 Office Facilities & Cross-Org Admin
Office access activation for the AGC.
Conference room and AV coordination across sites.
Active rotation in the Asia Admin Pool (Dec 2025 pilot continuing) - coverage for APAC AGCs and BMs.
3. Required Skills & Qualifications
3.1 Hard Skills
Executive support to senior leaders (AGC / VP-level).
Advanced calendar management across multiple time zones.
Travel & expense management - Concur corporate card programs multi-segment international travel.
PO and vendor management; budget tracking; GST & statutory compliance awareness.
Event and visit management - including VIP visits and large internal events.
Microsoft Office Suite - Outlook Teams Excel Word PowerPoint OneNote SharePoint.
3.2 Soft Skills
Discretion and confidentiality - essential in a legal context.
Strong stakeholder management across geographies and seniority levels.
Strong written and verbal English communication.
Proactive and anticipatory operating style.
Composure under pressure during VIP visit windows and multi-event periods.
4. Experience & Education
4.1 Experience
Minimum 10 years of progressive administrative / executive support experience.
Prior experience supporting C-suite GC / AGC or VP-level leaders strongly preferred.
Experience in a multinational corporate environment - technology legal or professional services preferred.
Experience supporting cross-border / APAC operations preferred.
4.2 Education
Bachelors degree required (Commerce / Business / HR / equivalent).
Postgraduate degree / MBA in HR Business or Organizational Psychology preferred.
The Executive Assistant provides high-touch executive administrative support to the Associate General Counsel (AGC) India Lead and acts as the operational anchor for the Office of the India Lead. The role partners closely with the India Business Manager and the regional Admin Pool to manage calendars travel events expenses vendor and PO management senior leadership visit logistics and compliance coordination across the region.
This is a high-visibility role that works closely with senior leaders across business functions and external stakeholders including industry bodies government affairs forums and external counsel. The successful candidate will operate with a high degree of discretion proactively anticipate the AGCs needs and remain composed while managing executive visits multiple priorities and parallel events.
2. Scope of Work
2.1 Calendar & Stakeholder Coordination
End-to-end calendar management for the AGC across India US and APAC time zones.
Conflict resolution focus-time protection and meeting prioritization.
Coordination of recurring forums: IGA Monthly Meeting India Embassy Team Sync India Townhall LT and Manager connects.
Partnering with offices of Asia leadership (Mike Yeh) and APAC admin peers on cross-org scheduling.
2.2 Travel Management - Inbound Senior Leader Visits
Owned the full Delhi visit agenda for senior leaders traveling from outside India including itinerary transport security coordination meeting orchestration and protocol.
Coordinated multiple inbound Asia and US-based leader visits to India offices through.
2.3 Travel Management - Outbound for the AGC
Booked and reconciled multi-segment international travel (Singapore Airlines Lufthansa) for Seattle and APAC trips.
Curated Seattle dinner programs across restaurants.
Plan large events to host Asia colleagues as part of the FY27 H2 Mid-Year Retreat logistics.
Visa ticketing hotel and ground transport for all AGC trips.
2.4 Event & Visit Logistics
India Townhall - venue AV agenda packets speaker support.
GLEAM event preparation - collateral RSVPs run-of-show.
2.5 Expense Card & Concur Operations
Submission and reconciliation of multiple expense reports in Concur including reports.
Lifecycle management of the AGCs American Express corporate card - renewals disputes statement reconciliation.
Partnered on Concur tool issue resolution with internal finance teams.
2.6 PO Vendor & Compliance Management
Initiated and maintained the FY25 PO Tracker.
Vendor onboarding invoicing follow-up and payment reconciliation.
GST compliance coordination for facilities - conference rooms and similar engagements.
SRMM (Spend Risk Management Modernization) submissions and follow-through.
Matter management coordination for external legal contractors supporting India.
FY27 Summit Expense - IGA admin lead.
2.7 Office Facilities & Cross-Org Admin
Office access activation for the AGC.
Conference room and AV coordination across sites.
Active rotation in the Asia Admin Pool (Dec 2025 pilot continuing) - coverage for APAC AGCs and BMs.
3. Required Skills & Qualifications
3.1 Hard Skills
Executive support to senior leaders (AGC / VP-level).
Advanced calendar management across multiple time zones.
Travel & expense management - Concur corporate card programs multi-segment international travel.
PO and vendor management; budget tracking; GST & statutory compliance awareness.
Event and visit management - including VIP visits and large internal events.
Microsoft Office Suite - Outlook Teams Excel Word PowerPoint OneNote SharePoint.
3.2 Soft Skills
Discretion and confidentiality - essential in a legal context.
Strong stakeholder management across geographies and seniority levels.
Strong written and verbal English communication.
Proactive and anticipatory operating style.
Composure under pressure during VIP visit windows and multi-event periods.
4. Experience & Education
4.1 Experience
Minimum 10 years of progressive administrative / executive support experience.
Prior experience supporting C-suite GC / AGC or VP-level leaders strongly preferred.
Experience in a multinational corporate environment - technology legal or professional services preferred.
Experience supporting cross-border / APAC operations preferred.
4.2 Education
Bachelors degree required (Commerce / Business / HR / equivalent).
Postgraduate degree / MBA in HR Business or Organizational Psychology preferred.
