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 HeadsSchedules appointments and meetings across multiple time zones, and writes respective minutes and protocolsManage 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 executivesAct 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 engagementsPrepare agendas, take meeting minutes, and track action items.Plans and executes logistics for company meetings and other internal and external eventsPrepares meeting agendas, materials, and follow-up action itemsEnsure timely follow-up on commitments and deliverables

Team Support - LCB India PSE

Provides administrative support to the LCB India PSE Team as neededAssists in on- and off-boarding of new employees within the PSE teamCoordinates team communications and information sharingSupports team-level administrative processes and documentation

Communication & Coordination

Acts as liaison between the Heads and internal/external stakeholdersEnsures effective communication flow within the PSE organizationMaintains confidentiality of all sensitive or proprietary informationCoordinates 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 roleExperience supporting senior leadership in a multinational or matrix organizationStrong understanding of business operations, preferably in project execution or services delivery environmentsExcellent 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 judgmentHigh level of discretion and ability to handle confidential informationHigh attention to detail and accuracy.

Personal Competencies

Strong interpersonal skills and ability to build relationships across culturesFlexibility and adaptability to changing priorities and time zonesDetail-oriented with high standards for accuracy and qualityTeam player with collaborative mindsetCultural sensitivity and awareness for working in APAC regionProactive 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 sectorsKnowledge of project management and services execution processesExperience supporting multiple executives simultaneouslyExperience working in a multinational and matrix organization

Working Environment

Location: MumbaiCollaboration with teams across APAC, Europe, and other global regionsRequires flexibility for occasional work outside standard business hours due to time zone differencesHybrid working model may be available depending on location

Reporting Structure

Direct reporting to Head of Projects and Services Execution (PSE) APACFunctional support to FIN Head of PSE APAC #SL