Job Description

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant & Project Coordinator to support the Managing Director of our UK business and provide project coordination support to the UK PR team.

This is a dual-purpose role requiring exceptional administrative, communication, and stakeholder management skills. The successful candidate will serve as the primary support partner to the Managing Director, managing priorities, schedules, communications, and day-to-day operations. In addition, they will coordinate projects, track deliverables, and support the smooth execution of client and internal initiatives across the PR team.

Key Responsibilities

Executive Assistant Support

- Manage the Managing Director's complex and evolving diary, ensuring effective prioritization of meetings and commitments.
- Coordinate internal and external meetings, including scheduling, agendas, materials, and follow-up actions.
- Organize domestic and international travel arrangements and itineraries.
- Act as a key point of contact for internal and external stakeholders.
- Support inbox management and prioritization of communications where required.
- Track key actions and strategic priorities on behalf of the Managing Director.
- Coordinate leadership meetings, team events, and business activities.
- Prepare presentations, briefing documents, reports, and meeting materials.
- Handle confidential and sensitive information with discretion and professionalism.
- Provide administrative support to ensure the efficient running of the Managing Director's office.

Project Coordination Support





- Support the UK PR team in planning, tracking, and coordinating projects and initiatives.
- Maintain project trackers, timelines, status updates, and action logs.
- Monitor deadlines and follow up with stakeholders on agreed deliverables.
- Coordinate project meetings and document actions and next steps.
- Support reporting and operational updates for team leadership.
- Assist with resource coordination and workflow management across the team.
- Identify and escalate project risks, issues, or potential delays.
- Contribute to process improvements that enhance team efficiency and delivery.

Qualifications

Qualifications & Experience

Essential

- Bachelor's degree in any discipline.
- Minimum 5 years of experience in an Executive Assistant, Personal Assistant, Administrative Business Partner, Project Coordinator, or similar role.
- Experience supporting senior leaders at Director, Managing Director, Partner, or C-suite level.
- Experience managing complex schedules, multiple priorities, and stakeholder relationships.
- Strong proficiency with Microsoft 365, including Outlook, Teams, Word, Power Point, and Excel.
- Excellent written and verbal communication skills in English.




- Ability and willingness to work UK business hours.

Desirable

- Experience within a PR, communications, marketing, media, agency, or professional services environment.
- Experience supporting geographically dispersed or international teams.
- Familiarity with project management software such as Asana, Monday.com, Smartsheet, Trello, or Jira.
- Relevant certification in project management, business administration, or executive support.

Skills & Competencies

- Exceptional organization and attention to detail.
- Solid planning, prioritization, and time-management skills.
- Ability to anticipate needs and take initiative.
- Excellent interpersonal and stakeholder management skills.
- Strong written and verbal communication abilities.
- Professionalism, discretion, and sound judgment.
- Ability to remain calm and effective in a fast-paced environment.
- Strong problem-solving and decision-making capabilities.
- Collaborative approach with the ability to work independently.
- Commitment to delivering a high standard of service and support.

Success in This Role

The successful candidate will:

- Enable the Managing Director to focus on strategic priorities through exceptional executive support.
- Ensure commitments, meetings, and communications are effectively coordinated and managed.
- Improve visibility and accountability across team projects and deliverables.
- Build trusted relationships with stakeholders across the UK business.
- Demonstrate ownership, initiative, and reliability in a dynamic and fast-moving environment.

📌 Executive Assistant & Project Coordinator (Bengaluru)
🏢 Hotwire
📍 Bengaluru