Executive Assistant

Job Title: Implementation Analyst Location: Hyderabad or Mumbai (Serving MENA Region) About Darwinbox: Darwinbox is a leading cloud-based HR technology platform, designed to streamline and enhance HR operations for businesses across industries. It offers comprehensive solutions for recruitment, employee engagement, payroll, talent management, and more. Darwinbox is trusted by over 700+ enterprises across 90+ countries, transforming how HR processes are managed. With its focus on user experience, scalability, and flexibility, Darwinbox enables organizations to bring their HR operations into the digital age. Position Overview: We are seeking a highly organized and detail-oriented Executive Assistant to support our Project Manager, serving the MENA region. The ideal candidate will be based in Hyderabad or Mumbai but will work closely with the Engagement Manager to ensure seamless coordination of travel, projects, and internal communications across the MENA region. This role requires a proactive approach, taking on structured administrative tasks alongside ad hoc responsibilities, while ensuring operational efficiency. Key Responsibilities: Travel Management:

• Plan and coordinate all travel arrangements for the Project Manager, including booking flights, hotels, transportation, and other necessary travel logistics.

Ticket Booking:

• Handle all aspects of ticket booking for both domestic and international travel, ensuring cost-effectiveness and timely arrangements.

OPE (Out of Pocket Expenses) Tracking & Submission:

• Track and maintain records of out-of-pocket expenses for the Project Manager’s travel and engagements, ensuring timely submission and reconciliation of reports.

Invoices Tracking:

• Monitor and track all invoices related to travel, office expenses, and project costs, ensuring prompt processing and payments.

Ad Hoc Tasks (50% of the role):

• Assist in drafting and distributing meeting minutes to relevant stakeholders.
• Coordinate across various internal teams and external partners for seamless project execution and event coordination.
• Manage and update steering committee decks, ensuring accuracy and timely submission.
• Provide administrative and project support as required, handling tasks autonomously and delivering on tight deadlines.

Skills & Qualifications:

• Bachelor’s degree or equivalent experience in business administration or a related field.
• Proven experience in an Executive Assistant role or similar, ideally within a fast-paced, dynamic environment.
• Strong organizational and multitasking abilities with attention to detail.
• Proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Effective communication skills, both written and verbal.
• Ability to work independently and within a team-oriented setting.
• Experience in travel management and expense tracking is highly desirable.
• Familiarity with working in or for the MENA region is a plus.
• The candidate must be based in either Hyderabad or Mumbai, while supporting the Project Manager’s work in the MENA region.

Why Darwinbox? At Darwinbox, you will be part of a fast-growing organization at the forefront of HR technology innovation. We offer a collaborative, inclusive work culture, opportunities for professional development, and the chance to work with an inspiring global team. Join us in transforming HR and helping businesses thrive.