Executive Assistant To GSC Head

Job Summary

Job Title: Executive Assistant to GSC Head. Job Location: Mumbai. RCS Grade: L. The Executive Assistant to the GSC Head serves as a trusted partner, providing comprehensive administrative and executive support to ensure the effective management of business priorities, leadership activities, and organizational operations. The role is responsible for managing executive office activities, coordinating communications, facilitating stakeholder engagement, and ensuring the smooth execution of leadership meetings and governance processes. Through exceptional organizational skills, discretion, and attention to detail, the incumbent enables efficient decision-making and enhances executive effectiveness.

Responsibilities

• Executive Support: Provide comprehensive administrative support to the GSC Head, ensuring efficient management of day-to-day activities and priorities.
• Executive Support: Manage and coordinate the GSC Heads calendar, including scheduling meetings, appointments, and business engagements.
• Executive Support: Coordinate and prioritize meeting requests to optimize the executives time and availability.
• Executive Support: Prepare correspondence, briefing materials, presentations, reports, and other executive documentation.
• Executive Support: Monitor and follow up on key actions, commitments, and deadlines on behalf of the GSC Head.
• Executive Support: Handle confidential and sensitive information with the highest level of professionalism and discretion.
• Executive Communications: Draft, review, and coordinate internal and external communications on behalf of the GSC Head.
• Executive Communications: Support the preparation of leadership messages, announcements, and business updates.
• Executive Communications: Ensure timely and accurate communication with internal and external stakeholders.
• Executive Communications: Maintain consistency and professionalism in executive communications and presentations.
• Stakeholder Coordination: Build and maintain effective working relationships with senior leaders, regional and global stakeholders, customers, and external partners.
• Stakeholder Coordination: Serve as a key point of contact for the GSC Head, facilitating communication and coordination across the organization.
• Stakeholder Coordination: Coordinate requests, information flow, and follow-up actions between stakeholders and the executive office.
• Stakeholder Coordination: Support the organization and coordination of leadership visits, customer meetings, and executive events.
• Meeting & Governance Management: Plan, organize, and coordinate leadership meetings, governance forums, town halls, and business reviews.
• Meeting & Governance Management: Prepare meeting agendas, presentations, minutes, and action trackers.
• Meeting & Governance Management: Ensure timely distribution of meeting materials and follow-up on agreed actions.
• Meeting & Governance Management: Maintain records of key decisions, meeting outcomes, and governance documentation.
• Meeting & Governance Management: Support the preparation and logistics of board-level and leadership meetings.
• Administrative Management: Manage domestic and international travel arrangements, including itineraries, accommodation, transportation, and related logistics.
• Administrative Management: Coordinate expense management and administrative documentation in accordance with company policies.
• Administrative Management: Maintain executive office records, files, and documentation in an organized and secure manner.
• Administrative Management: Support procurement, vendor coordination, and office administration activities as required.
• Administrative Management: Coordinate executive events, workshops, leadership offsites, and employee engagement activities.
• Administrative Management: Ensure smooth day-to-day operation of the executive office and support effective office management practices.

Qualifications & Skills

• Bachelors Degree in Business Administration, Management, Supply Chain, Logistics, or a related field.
• 5-7+ years of experience supporting senior executives in Executive Assistant, Executive Office, Administrative Support, or Office Management roles.
• Experience working within a multinational organization, shared services environment, GBS, CoE, or Freight Forwarding organization is preferred.
• Proven experience managing executive calendars, travel arrangements, meetings, and stakeholder coordination.
• Advanced proficiency in Microsoft Office applications, particularly PowerPoint, Outlook, Word, Teams, and Excel.
• Excellent organizational, planning, and time management skills.
• Strong attention to detail and ability to manage multiple priorities simultaneously.
• Exceptional written and verbal communication skills.
• Strong interpersonal and relationship management capabilities.
• High level of professionalism, integrity, and discretion when handling confidential information.
• Ability to work independently, exercise sound judgment, and anticipate executive support needs.
• Experience preparing professional executive presentations, reports, and meeting materials.
• Strong problem-solving skills and a proactive approach to administrative support.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.