{"id":1174950,"url":"https://alion.io/job/protolabs-executive-admin-support","title":"Executive Admin Support","company":{"id":179587,"name":"Protolabs","domain":"protolabs.com","url":"https://alion.io/company/protolabs","size_band":"5000+","is_staffing_agency":false,"is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":{"grade":"B","score":75,"open_postings":16,"ghost_share":0,"stale_share":1,"repost_share":0,"time_to_fill_p50_days":30,"computed_at":"2026-09-24T05:45:00Z"}},"role":"Operations","role_family":"Operations","seniority":"middle","employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Hyderabad, Pakistan"],"countries":["PK"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":15000,"max_usd":35000,"period":"year","method":"global_role_cell_scaled_by_country","sample_n":919},"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-09-24T10:20:58Z","employer_posted_date":"2026-09-24","last_verified_at":"2026-09-25T00:07:02Z","board_verified":true,"closed_at":null,"days_open":0,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":0},"description":"Join the team as our new Executive - Administration & Executive Support - India\nYou will be responsible for providing comprehensive executive support to the Managing Director while overseeing office administration, workplace operations, vendor management, and employee experience initiatives. As a key partner to the Managing Director and internal stakeholders, you will ensure seamless day-to-day operations, effective leadership coordination, and a well-organised workplace while maintaining the highest standards of professionalism, confidentiality, and operational excellence.\nWhat You'll Do:\nProvide Executive Support to the Managing Director\nManage the Managing Director's calendar, meetings, appointments, and travel schedules.\nCoordinate domestic and international travel arrangements, ensuring seamless planning and execution.\nPrepare presentations, reports, meeting agendas, and professional correspondence.\nTrack leadership action items, follow-ups, and key deliverables to ensure timely completion.\nOrganise leadership meetings, town halls, business reviews, and other leadership engagements.\nRecord meeting minutes and maintain governance trackers to support effective follow-through.\nHandle confidential and sensitive information with the highest level of discretion.\nAct as a key liaison between the Managing Director and internal and external stakeholders.\nManage Office Administration & Workplace Operations\nOversee day-to-day office administration and operational activities.\nEnsure workplace readiness, facilities management, and a smooth office environment.\nCoordinate housekeeping, security, maintenance, and other workplace services.\nManage office supplies, equipment, and general workplace requirements.\nPartner with building management and service providers to ensure efficient office operations.\nIdentify opportunities to improve administrative processes and workplace efficiency.\nDrive Vendor & Facilities Management\nManage vendor relationships and monitor service delivery and performance.\nTrack vendor contracts, renewals, invoices, and purchase orders.\nSupport procurement activities and invoice processing.\nCoordinate with vendors and service providers to ensure timely resolution of operational requirements.\nMaintain accurate vendor documentation and support effective cost and service management.\nSupport Employee Experience & Workplace Services\nCoordinate employee onboarding and offboarding activities from an administrative perspective.\nManage workstation setup, seating arrangements, access cards, and visitor management.\nSupport employee engagement events, wellness initiatives, and workplace activities.\nCoordinate administrative requirements for leadership visits and employee-facing initiatives.\nEnsure employees have the necessary workplace support and facilities to perform effectively.\nCoordinate Travel & Events\nCoordinate domestic and international travel arrangements for employees and leadership.\nManage event logistics, including hospitality, transportation, and venue bookings.\nSupport the planning and execution of leadership meetings, town halls, employee events, and business engagements.\nEnsure travel and event arrangements are organised, timely, and aligned with business requirements.\nDrive Administration Governance & Reporting\nMaintain accurate administrative records, trackers, and documentation.\nSupport budget monitoring, expense tracking, and administrative reporting.\nTrack administrative processes and ensure timely completion of relevant activities.\nSupport compliance with company policies, procedures, and administrative standards.\nIdentify opportunities for process improvement, operational efficiency, and effective resource utilisation.\nWhat It Takes:\nTechnical\nBachelor's degree in Business Administration, Commerce, Management, or a related field.\n4-8 years of experience in Executive Assistant, Administration, Office Management, or Operations roles.\nStrong proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams.\nExperience managing executive calendars, travel arrangements, meetings, presentations, and leadership documentation.\nExperience coordinating office administration, facilities, vendors, procurement, and workplace services.\nAbility to maintain administrative records, governance trackers, reports, and documentation.\nExperience supporting budget monitoring, invoice processing, purchase orders, and vendor contracts.\nFamiliarity with employee onboarding, offboarding, workplace coordination, and event management.\nLeadership & Collaboration\nExperience supporting senior leaders, Directors, or Managing Directors is preferred.\nStrong communication and interpersonal skills, with the ability to engage professionally with internal and external stakeholders.\nAbility to coordinate effectively with vendors, service providers, building management, and cross-functional teams.\nStrong organisational and time-management skills, with the ability to manage multiple priorities simultaneously.\nAbility to anticipate leadership and workplace requirements and proactively coordinate solutions.\nStrong stakeholder management skills with a focus on responsiveness, professionalism, and relationship building.\nExperience working in multinational, technology, engineering, or high-growth organisations is preferred.","description_format":"text","description_chars":5315,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Design & Creative","Web Design","UI/UX Design"],"lifecycle":[{"event":"open","at":"2026-09-24T11:10:03Z"}],"liveness":{"score":86,"band":"hot","label":"Hiring now","p_open":1,"p_active":0.86,"p_room":1,"age_days":0,"expected_fill_days":30,"reasons":["conf:2","win:early"],"computed_at":"2026-09-25T02:29:37Z"},"pay":null,"html_url":"https://alion.io/job/protolabs-executive-admin-support","json_url":"https://alion.io/job/protolabs-executive-admin-support.json","meta":{"generated_at":"2026-09-25T02:29:37Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","usage":{"tier":"crawler","counted_by":"address","units_charged":1,"used_today":2653,"day_limit":5000,"remaining_today":2347,"minute_limit":60,"resets_at":"2026-09-26T00:00:00Z"}}}