Executive Administrative Assistant

Job Description About Hygenco: Hygenco aims to be a global leader in deploying Green Hydrogen and Green Ammonia-powered industry solutions. We develop and deploy scaled-up, commercially attractive Green Hydrogen and Green Ammonia production assets. We combine our in-house expertise in renewable power, process industry, gases, and project financing with the latest innovation and know-how from our network of global OEMs and EPC firms. Hygenco is founded by industry professionals bringing in a combined 30+ years of experience in Construction, Renewables, Operations & Maintenance, Investment banking and Private Equity. Job Description: We are seeking a highly organised and efficient Executive Assistant to provide comprehensive administrative support to our executive team. As an Executive Assistant, you will play a crucial role in ensuring smooth day-to-day operations, facilitating effective communication, and managing various administrative tasks. Your professionalism, discretion, and attention to detail will contribute to the success and efficiency of our organisation. Skills: - Meticulous attention to detail and accuracy with strong planning and organisational skills. - Proficient in Microsoft Office (Word, PowerPoint, Outlook and Excel). - Excellent secretarial and verbal communication skills - Ability to work flexibly with and for others - Ability to respond positively and proactively to colleagues and external contacts - Excellent attention to detail and presentation - Highly proactive and self-directed with the ability to work independently effectively - Good networking skills and relationship builder, both internally and externally - Flexible and approachable with a positive and collaborative approach to problem-solving - Assertive with an outcome-focused approach and friendly and helpful disposition Key responsibilities: Executive Support: - Manage the executive's calendar, appointments, and travel arrangements (domestic and international). Provide necessary support for travel arrangements and itineraries (incl Visa support, Ticket booking, accommodation, local travel, reimbursements etc) - Key point of contact for the senior leadership team, proactively managing internal/external enquiries and communication - Coordinate meetings, conferences, and presentations, ensuring seamless logistics - Prepare and edit correspondence, reports, and presentations with high accuracy and confidentiality. Take and type up minutes of meetings as directed and coordinate post-meeting correspondence to follow up on actions to all relevant parties. - Screen calls, emails, and correspondence, responding or redirecting as appropriate Operational & Administrative: - Maintain and organise documents, files, and records (both physical and digital). - Track and reconcile expense reports, budgets, and invoices. - Liaise with internal teams and external stakeholders on behalf of the executive. - Support project coordination, follow-ups, and status tracking of key deliverables Communication & Coordination: - Draft internal and external communications, ensuring clarity and tone alignment with leadership. - Assist in preparing briefing materials, agendas, and minutes for meetings. - Build and maintain professional relationships across departments and with clients/partners. HR Support: - Prepare Excel & PPT reports as required - Support HR in organising team activities and other admin activities like maintaining MIS etc, Do background checks for new joiners. Confidentiality & Judgment: - Handle sensitive and confidential information with discretion, maintaining a high level of confidentiality and professionalism - Anticipate the needs of the executive and proactively address issues before they arise. Essential Qualifications & Experience: - Graduate/Postgraduate - 4 to 6 years of experience working in an EA role - Immediate joiner will be preferred Technical Skills: - Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools like Google Workspace, Slack, or Microsoft Teams. - Experience with travel management systems, calendar tools, and expense reporting software.