Office Assistant for Head and FIN Head of Projects and Services Execution (PSE) APAC

This joint office assistant role provides high-level administrative and strategic support to senior executives, ensuring efficient management of schedules, communications, meetings, and business priorities to two (2) leaders in the Projects and Services Execution (PSE) organization for the APAC region, while also supporting the broader LCB India PSE Team. The role requires exceptional organizational skills, confidentiality, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities

Administrative Support & Office Management:

• Completes assigned day-to-day administrative tasks of different kinds for both Heads
• Schedules appointments and meetings across multiple time zones, and writes respective minutes and protocols
• Manage complex calendars, appointments, and meeting schedules.
• Coordinate domestic and international travel arrangements, including visas, itineraries, and expense reports.
• Assists in integration of new office technologies and systems as appropriate Process expenses, purchase orders, invoices, and reimbursement requests.
• Monitors all information flow, including maintaining paper and electronic files for both executives
• Act as a liaison between executives, leadership teams, and key stakeholders.
  
  

Meeting & Event Coordination

• Organizes and coordinates leadership meetings, team meetings, town halls, workshops, off-site events, and stakeholder engagements
• Prepare agendas, take meeting minutes, and track action items.
• Plans and executes logistics for company meetings and other internal and external events
• Prepares meeting agendas, materials, and follow-up action items
• Ensure timely follow-up on commitments and deliverables
  
  

Team Support - LCB India PSE

• Provides administrative support to the LCB India PSE Team as needed
• Assists in on- and off-boarding of new employees within the PSE team
• Coordinates team communications and information sharing
• Supports team-level administrative processes and documentation
  
  

Communication & Coordination

• Acts as liaison between the Heads and internal/external stakeholders
• Ensures effective communication flow within the PSE organization
• Maintains confidentiality of all sensitive or proprietary information
• Coordinates with other assistants and support functions across the organization
  
  

Candidate Profile

Essential Qualifications & Experience

• Proven experience as an executive assistant, management assistant, or in a similar administrative role
• Experience supporting senior leadership in a multinational or matrix organization
• Strong understanding of business operations, preferably in project execution or services delivery environments
• Excellent organizational and time management skills with ability to prioritize multiple tasks
  
  

Professional Skills

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Experience with enterprise systems (SAP, travel management systems, expense reporting tools)
• Strong written and verbal communication skills in English (additional Asian languages are a plus)
• Ability to work independently with minimal supervision and exercise sound judgment
• High level of discretion and ability to handle confidential information
• High attention to detail and accuracy.
  
  

Personal Competencies

• Strong interpersonal skills and ability to build relationships across cultures
• Flexibility and adaptability to changing priorities and time zones
• Detail-oriented with high standards for accuracy and quality
• Team player with collaborative mindset
• Cultural sensitivity and awareness for working in APAC region
• Proactive and solution-oriented approach to problem-solving
  
  

Preferred Qualifications

• Bachelor's degree in Business Administration, Management, or related field preferred.
• 5+ years of experience supporting senior executives or leadership teams.
• Experience in the engineering, technology, or industrial sectors
• Knowledge of project management and services execution processes
• Experience supporting multiple executives simultaneously
• Experience working in a multinational and matrix organization
  
  

Working Environment

• Location: Mumbai
• Collaboration with teams across APAC, Europe, and other global regions
• Requires flexibility for occasional work outside standard business hours due to time zone differences
• Hybrid working model may be available depending on location
  
  

Reporting Structure

• Direct reporting to Head of Projects and Services Execution (PSE) APAC
• Functional support to FIN Head of PSE APAC

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