The Front Office & Leadership Support Executive will serve as the professional face of CTS DC Indias Mumbai office and provide administrative and coordination support to the CEO, visiting Group executives and the India leadership team.

The role combines front-office management, guest relations, travel coordination, correspondence, meeting support and general office coordination. The position holder will ensure that clients, business partners, candidates, vendors and other visitors receive professional and welcoming experience.

This is a coordination and support position. The role does not include access to the CEOs or other leaders email accounts or responsibility for managing their calendars.

Key Responsibilities

1. Front Office and Guest Relations

- Manage the front desk and serve as the first point of contact for clients, business partners, Group executives, candidates, vendors and other visitors.
- Welcome guests professionally and coordinate their access, seating, refreshments and interaction with the relevant employees.
- Act as the official host for important client visits, leadership meetings and visits by executives from the Group headquarters.
- Maintain visitor records and coordinate with administration and security for visitor access, parking, etc
- Attend and appropriately redirect incoming telephone calls and general enquiries.
- Ensure that the reception, visitor waiting area and meeting rooms remain presentable and business-ready.

2. Leadership and Secretarial Support

- Provide day-to-day secretarial and administrative assistance to the CEO and the leadership team.
- Coordinate meetings based on instructions received from the CEO, leadership team or their respective offices.
- Assist with meeting invitations, conference-room bookings, virtual meeting arrangements and participant coordination.
- Support leaders with printing, scanning, filing, document compilation and other routine office assistance.
- Maintain appropriate confidentiality while handling leadership-related documents and information.

3. Travel and Visit Coordination

- Coordinate domestic and international travel arrangements for the CEO, leadership team and visiting Group executives.
- Arrange flights, accommodation, airport transfers, local transportation and other travel-related requirements through approved service providers.
- Prepare and circulate travel itineraries and ensure that all necessary confirmations are available before travel.
- Coordinate invitation letters, visa-support documents and other travel documentation in consultation with the responsible departments.
- Assist with the compilation of travel bills, supporting documents and expense statements for Leadership Team.

4. Correspondence and Documentation

- Receive, record and route incoming correspondence to the appropriate person or department.
- Coordinate courier, dispatch and document delivery activities.




- Maintain systematic physical and electronic records relating to front-office and leadership-support activities.
- Follow document-retention and confidentiality requirements established by the Company.

5. Meeting and Office Coordination

- Coordinate meeting rooms, refreshments, stationery, audiovisual equipment and other meeting requirements.
- Work closely with Administration, HR, IT, Finance, Travel and other departments to ensure smooth office and leadership support.
- Coordinate office requirements for important meetings, workshops, town halls and company events.
- Support the administration team in monitoring office supplies and front-office consumables.
- Promptly report facility, housekeeping, IT or security-related concerns to the relevant department.
- Provide administrative support for special assignments and business events, as required.

6. Office Administration & General Coordination

- Monitor availability of office stationery, pantry supplies, visitor refreshments and other front-office consumables and coordinate replenishment as required.
- Coordinate with vendors for routine office requirements, courier, stationery and other administrative services.
- Maintain basic records of office assets, stationery, consumables and other administrative items, as required.
- Support employee and visitor access requirements, including coordination of access cards, visitor passes and parking arrangements.
- Coordinate incoming and outgoing couriers, documents and official deliveries and maintain appropriate records.
- Maintain confidentiality of company, employee and leadership-related information accessed while performing assigned duties.
- Undertake other administrative and coordination responsibilities assigned by the CEO, HR or authorized leadership representatives.

Role Boundaries The position is not expected to:

- Access, monitor or independently operate the email accounts of the CEO or other leaders.
- Independently manage or control the calendars of the CEO or leadership team.
- Make commitments, issue approvals or communicate decisions on behalf of the CEO or leadership team without specific authorisation.
- Access confidential business information beyond what is necessary for the assigned activity.

Meeting, travel and correspondence coordination will be carried out based on instructions and information provided by the relevant leader or authorised representative.

Required Qualifications and Experience

- Bachelors degree in any discipline.
- Diploma or certification in secretarial practice, office administration, hospitality or business administration would be an advantage.




- Approximately 48 years of relevant experience in front-office management, guest relations, secretarial support, office coordination or leadership assistance.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and calendar/scheduling tools.
- Experience working in a professional corporate environment or supporting senior executives is preferred.
- Experience in coordinating domestic and international travel will be an advantage.

Required Skills and Competencies

- Excellent spoken and written English.
- Professional telephone, email and front-desk etiquette.
- Strong interpersonal skills and the confidence to interact with clients and senior executives.
- Proficiency in Microsoft Word, Excel, PowerPoint, Outlook and virtual-meeting platforms.
- Strong organisational, coordination and follow-up skills.
- Ability to prioritise multiple tasks and manage time-sensitive requirements.
- High standards of discretion, integrity and confidentiality.
- Attention to detail and accuracy in documentation and communication.
- Proactive, dependable and service-oriented approach.
- Qualified appearance and conduct appropriate for a client-facing corporate role.
- Ability to remain composed and courteous in a fast-paced work environment.

Success Measures Performance in this role will be assessed based on:

- Quality and professionalism of the visitor and client experience.
- Accuracy and timeliness of travel, meeting and administrative coordination.
- Responsiveness to leadership and departmental requirements.
- Quality of correspondence, documentation and record management.
- Coordination effectiveness with internal departments and external service providers.
- Adherence to confidentiality, protocol and professional conduct.
- Readiness and presentation of the reception and meeting areas.

About CTS Group CTS Group is a fast-growing international design and build company specialising in data center development across Europe, the Middle East, and Africa (EMEA). We combine engineering excellence, innovation, and digital transformation to deliver high-performance, sustainable, and future-ready data center solutions.

With over 40 nationalities represented across our teams, CTS fosters a collaborative, inclusive, and high-performance culture where innovation and technical precision drive every project. Beyond construction, CTS develops digital systems and standardised modular data center units to meet the evolving needs of hyperscalers, colocation providers, and enterprise clients.

Our proven track record and strong partnerships have established CTS as a trusted industry leader delivering large-scale, complex data center facilities with speed, efficiency, and excellence.

In India, CTS DC India Private Limited extends CTS Group's engineering, manufacturing, and delivery capability to data center developers, hyperscalers, and colocation providers across the country.

📌 Front Office Executive & Secretary To the CEO (Mumbai)
🏢 DC Forte India
📍 Mumbai