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.

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to the GSC Head, ensuring efficient management of day-to-day activities and priorities.

• Manage and coordinate the GSC Head's calendar, including scheduling meetings, appointments, and business engagements.

• Coordinate and prioritize meeting requests to optimize the executive's time and availability.

• Prepare correspondence, briefing materials, presentations, reports, and other executive documentation.

• Monitor and follow up on key actions, commitments, and deadlines on behalf of the GSC Head.

• 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.

• Support the preparation of leadership messages, announcements, and business updates.

• Ensure timely and accurate communication with internal and external stakeholders.

• 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.

• Serve as a key point of contact for the GSC Head, facilitating communication and coordination across the organization.

• Coordinate requests, information flow, and follow-up actions between stakeholders and the executive office.

• 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.

• Prepare meeting agendas, presentations, minutes, and action trackers.

• Ensure timely distribution of meeting materials and follow-up on agreed actions.

• Maintain records of key decisions, meeting outcomes, and governance documentation.

• 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.

• Coordinate expense management and administrative documentation in accordance with company policies.

• Maintain executive office records, files, and documentation in an organized and secure manner.

• Support procurement, vendor coordination, and office administration activities as required.

• Coordinate executive events, workshops, leadership offsites, and employee engagement activities.

• Ensure smooth day-to-day operation of the executive office and support effective office management practices.

Required Qualification & Skills:

• Bachelor's 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.