Executive Assistant to SCM Head

Job Description – Executive Assistant / Secretary to Country Procurement Head & CFR Head

Overview:

The Executive Assistant serves as a trusted partner to the Country Procurement Head & CFR Head, providing executive, administrative, governance, and coordination support. The role acts as the central coordination point for leadership activities, enabling effective stakeholder management, business planning, governance reviews, organizational communication, and execution of strategic priorities.

The position requires a high degree of professionalism, confidentiality, business acumen, and the ability to interact effectively with senior management, cross-functional teams, and external stakeholders.

Key Responsibilities:

1. Executive Office Management
2. Manage complex executive calendars, appointments, and conflicting priorities.
3. Coordinate domestic and international travel, visas, accommodation, and expense management.
4. Screen and prioritize communications, meeting requests, and stakeholder interactions.
5. Prepare briefing notes and background information for leadership engagements.
6. Governance & Leadership Support
7. Organize leadership reviews, Functional Leadership Team (FLT) meetings, town halls, workshops, and governance forums.
8. Prepare agendas, collect inputs, and ensure timely circulation of meeting materials.
9. Capture meeting minutes and maintain action trackers.
10. Monitor and drive closure of key action items across functions.
11. Procurement & CFR Coordination
12. Support coordination of strategic initiatives across Procurement and CFR functions.
13. Consolidate inputs from category teams, business units, finance, HR, communications, EHS, security, and real estate teams.
14. Track key projects, milestones, and management commitments.
15. Assist in preparing executive-level dashboards, scorecards, and business updates.
16. Reporting & Management Presentations
17. Develop and maintain management presentations for leadership reviews.
18. Consolidate KPIs, operational updates, budget reviews, and business reports.
19. Support preparation of reports for Country Management and Regional Management meetings.
20. Ensure consistency and quality of management communication materials.
21. Stakeholder Management
22. Serve as a key point of contact for internal and external stakeholders.
23. Coordinate interactions with senior executives, business leaders, vendors, industry bodies, and service providers.
24. Facilitate effective communication between country functions and regional/global teams.
26. Support preparation of leadership communications, announcements, newsletters, and organizational updates.
27. Organize leadership visits, supplier meetings, workshops, and employee engagement activities.
28. Coordinate logistics and administration for events and leadership forums.
29. Administrative & Compliance Support
30. Maintain confidential records, files, and documents.
31. Support budget administration, purchase requests, invoice processing, and departmental administration where applicable.
32. Ensure compliance with company policies and documentation requirements.

1. Digital & Productivity Enablement
2. Utilize Microsoft 365 tools, Teams, SharePoint, Power BI, and AI-enabled productivity solutions.
3. Drive efficient document management and collaboration practices.
4. Maintain repositories for governance documents, action trackers, and leadership communications.

Key Requirements:

Educational Qualifications

• Bachelor's Degree in Business Administration, Commerce, Management, or related discipline.
• Executive Assistant, Office Administration, or Business Management certification would be advantageous.

Experience

• 7-15 years of experience supporting senior executives, preferably at Country Head, CPO, CFO, COO, or Function Head level.
• Experience in a multinational environment preferred.
• Exposure to Procurement, Finance, Corporate Functions, Real Estate, or Shared Services organizations is desirable.

Required Competencies

Functional Competencies

• Executive calendar management
• Travel management
• Governance coordination
• Meeting and action tracking
• Event management
• Reporting and presentation preparation
• Stakeholder engagement
• Technical Competencies
• MS PowerPoint (Advanced)
• MS Excel (Advanced)
• MS Outlook
• Microsoft Teams
• SharePoint
• Power BI (Preferred)
• SAP and procurement systems exposure (Preferred)
• AI-enabled workplace tools (Preferred)
• Behavioral Competencies
• Absolute confidentiality and integrity
• Strong planning and organizational skills
• Excellent communication and interpersonal skills
• Executive presence and professionalism
• Ability to work independently
• High attention to detail
• Strong follow-up and execution discipline
• Ability to manage multiple priorities under pressure
• Proactive and solution-oriented mindset