Lead- Administrative Assistant at CME Group in Bangalore - Bagmane Tridib

Job description

• The Lead Administrative Assistant provides comprehensive, high-level executive partner support to the India Head and leadership team, driving operational excellence, logistics strategy, and client services for senior executives and their respective organizations.
• Additionally, this role holds complete strategic ownership over critical administrative ecosystems, including end-to-end visitor management frameworks, the corporate housing portfolio, full procurement and vendor lifecycles of admininistration related purchases, and large-scale corporate events and training deployments.
• Operating independently, this professional takes full ownership of complex business demands, resolving high-pressure operational challenges within tight timelines.
• The incumbent sets the standard for a poised and professional demeanor, exercises flawless discretion with highly sensitive information, and possesses master-level knowledge of corporate operations, procurement governance, and administrative policies.

Responsibilities

• Calendar Strategy & Stakeholder Engagement: Own th India Head's calendar, strategically optimizing time allocation by understanding the distinct requirements, priorities, andof both the India Head and the broader leadership team. S/he will proactively orchestrate and set up high-impact meetings across complex landscapes. This requires collaborating seamlessly with senior leaders and their respective administrative assistants in other regions (including US, EMEA, and APAC) to bridge time zones. Additionally, the incumbent is expected to expertly liaise with external organizations and senior industry leaders to coordinate and establish critical external engagements.
• Global Travel & Mobility Programs: Design, execute, and oversee end-to-end global and domestic travel requirements, personally managing complex international travel logistics, local transport frameworks, and executive transfers.
• Governance & Board Logistics: Lead the administrative execution for corporate governance and board meetings, responsible for printing and distributing physical reports and materials for board meetings, audio-visual recording compliance, venue management, and catering operations.
• Financial & Workflow Operations: Act as the primary gatekeeper for leadership workflows, personally compiling and managing complex expense report reconciliations for leadership approval and Accounts Payable processing. S/he will independently track and drive pending tasks for approvals, while formulating and issuing comprehensive weekly status digests to ensure timely completion of admistrative approvals and decisions.
• Visitor & Mobility Management: Own the operational workflow for local and international visitors, ensuring seamless allocation of workspaces, parking, office access and dedicated transport logistics.
• Corporate Housing Program: Manage the end-to-end corporate housing portfolio, including lease agreements, workflow administration, vendor relationships, and payment structures.
• Employee Safety & Outings: Govern the safety protocols and logistics for team outings, coordinating cross-functionally with physical security teams to manage escort guard programs.
• Corporate Events & Training Deployments: Direct the end-to-end logistical setup for both internal and external large-scale events, townhalls, panel discussions, and office celebrations. Oversee and execute the scheduling and localization of POSH trainings, including training sessions for internal employees and associated support staff.
• Vendor & Supply Chain Lifecycle: Directly manage the procurement lifecycle for corporate gifting and branding initiatives, executing the pipeline from initial product sourcing and quality sampling through to branding approvals and final distribution.
• Fiscal Compliance & Controls: Govern financial tracking by verifying vendor invoices against delivery documentation, auditing logistics utilization sheets, and raising monthly Purchase Requests against precise cost-center parameters.

Requirements

• Strategic Problem Solving: Proven ability to analyze systemic problems, think critically, and engineer sustainable solutions for complex operational and administrative bottlenecks.
• Change Leadership & Stakeholder Management: Highly flexible and resilient execution style capable of navigating shifting organizational priorities and ambiguous demands with grace. Demonstrates expert cross-functional collaboration to manage diverse stakeholder expectations, build strong institutional relationships, and handle sensitive situations professionally.
• Independent Accountability & Communication: Exceptional capability to operate as a high-level individual contributor, taking full responsibility for tasks and making critical decisions under pressure without a supporting execution team. Delivers precise, proactive, and timely status updates to ensure leadership remains perfectly aligned.
• Operational Foresight: Expert capability to anticipate future challenges, look around corners, and devise proactive mitigation strategies to support leadership, management stakeholders and employees.
• Work Experience: 9-12 Years

Skills

Required

• Strategic Problem Solving
• Operational Foresight