Job Opportunity for Leadership Office Coordinator at Quest Alliance in Lucknow

As Leadership Office Coordinator you will work closely with Five Executives, you will be responsible for providing comprehensive administrative support to ensure the efficient operation of the executives’ schedules and activities. Your primary duties will include managing travel arrangements, coordinating calendars, preparing presentation materials for external meetings, and facilitating logistics for various engagements. 

Key Responsibilities:

Travel Coordination

• Arrange complex domestic and international travel itineraries for the executives, including flights, accommodations, ground transportation, and visa processing when necessary.
• Coordinate travel logistics with external vendors and ensure adherence to travel policies and budgetary constraints.
• Proactively anticipate and resolve any travel-related issues or last-minute changes.

Calendar Management

• Manage multiple executives’ calendars, including scheduling appointments, meetings, and conference calls.
• Coordinate with internal and external stakeholders to prioritize and schedule commitments based on availability and strategic importance.
• Efficiently handle calendar conflicts and adjustments, keeping executives informed of changes in their schedules.

Documentations & Presentation Preparation

• Assist in the preparation and formatting of presentation materials, including PowerPoint decks, reports, and other documents for external meetings, conferences, and events.
• Collaborate with executives and other team members to gather relevant information, data, and visuals to enhance the quality and impact of presentations.
• Ensure presentation materials are error-free, visually appealing, and aligned with corporate branding guidelines.
• Supporting the Strategy implementation lead in in documenting the review meetings.

Logistics Management

• Coordinate logistics for external meetings, events, and conferences, including venue selection, catering arrangements, equipment setup, and audiovisual support.
• Liaise with vendors, facilities management, and IT support to ensure seamless execution of logistics for various engagements.
• Anticipate and address any logistical challenges or special requirements to ensure the smooth operation of events.

Administrative Support

• Provide general administrative support, including managing correspondence, handling phone calls, and processing expense reports.
• Organize and maintain electronic and physical files, documents, and records in an organized and accessible manner.
• Handle ad hoc tasks and special projects as assigned by the executives, demonstrating flexibility and adaptability in a fast-paced environment.

Qualifications:

• Bachelor’s degree in Business Administration, Communications, or related field preferred.
• Proven experience as an executive assistant or similar role, supporting multiple executives in a fast-paced environment.
• Exceptional organizational and time management skills, with the ability to prioritize tasks and meet deadlines effectively.
• Excellent communication and interpersonal skills, with a professional demeanor and the ability to interact confidently with internal and external stakeholders.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
• Discretion and confidentiality in handling sensitive information and privileged communications.

Additional Requirements:

• Ability to work independently with minimal supervision while demonstrating initiative and resourcefulness.
• Strong attention to detail and accuracy in all aspects of work.
• Adaptability to changing priorities and willingness to take on new responsibilities as needed.
• A proactive approach to problem-solving and a commitment to delivering high-quality support to executives and the broader team.