Hybrid Senior Executive Assistant

at Thinkahead Consultant Psychologist Pty Ltd

• Job title: Senior Executive Assistant
• Job type: Full Time
• Experience level: Senior
• Salary: Not specified
• Degree requirement: No Education Requirement
• Location requirements: Hybrid, Gurugram, India

About the role

• Office Manager driving efficiency and effectiveness of AHEAD India’s office operations. Providing high level executive support, managing operations and enhancing productivity.

Responsibilities

• Drive the efficiency and effectiveness of AHEAD India’s office operations
• Provide high level executive support
• Manage office operations, streamline administrative processes and enhance workplace productivity
• Collaborate with internal and external stakeholders to maintain a smooth and well-functioning office environment

Requirements

• Efficiently manage and optimize the MD’s calendar, coordinating meetings, appointments, and travel
• Monitor and prioritize emails and communications, responding on behalf of the MD when appropriate
• Prepare and edit critical documents, presentations, and reports for executive-level decision-making
• Act as the primary liaison between the MD and internal/external stakeholders, ensuring clear and timely communication
• Coordinate corporate events, conferences, and off-site meetings
• Maintain confidentiality and handle sensitive information with utmost discretion
• Co-ordinate travel arrangements for leadership, including flights, accommodations, itineraries and transportation ensuring smooth and effective travel logistics
• Organize and manage meetings with SLT and eSLT
• Collaborate with building management and vendors for office maintenance, repairs, and facilities-related tasks
• Streamline office-wide communication systems to enhance information flow between departments
• Develop and maintain standardized document management systems, ensuring consistency in formatting and organization
• Plan and coordinate office-wide events, team-building activities, and company meetings, ensuring seamless execution
• Oversee administrative functions and address office specific requests from leadership or teams
• Manage office supplies, equipment and inventory ensuring everything is stocked and operational
• Oversee inventory management for SWAG, gifts for Culture Crew events, catering, and other office-related items (stationary, kitchen supplies etc.)
• Supervise office activities, identify areas for process improvement, and implement solutions
• Take ownership of the office budget, ensuring cost control and effective allocation of resources
• Represent AHEAD as a first point of contact while welcoming clients, visitors, and employees
• Manage key card access for the office (request new badges, distribute badges to employees and visitors)
• Manage conference room scheduling, overseeing logistics of catering and room set up and breakdown
• Coordinate delivery of office supplies for additional locations as needed and ensure timely and accurate distribution

Benefits

• Comprehensive health insurance coverage for employees, with options to extend coverage to dependents
• Paid time off and company holidays, along with additional leave benefits as per policy
• Flexible work arrangements, supporting work-life balance
• Learning and development opportunities to support continuous growth and upskilling
• Employee wellness initiatives and programs focused on physical and mental well-being
• Retirement and statutory benefits in line with India regulations
• Inclusive and people-first culture, with a strong focus on collaboration and ownership