Executive Assistant & Facilities Manager

About HireRight

HireRight is the premier global background screening and workforce solutions provider. We bring clarity and confidence to vetting and hiring decisions through integrated, tailored solutions, driving a higher standard of accuracy in everything we do. Combining in-house talent, personalized services, and proprietary technology, we ensure the best candidate experience possible. PBSA accredited and based in Nashville, TN, we offer expertise from our regional centers across 200 countries and territories in The Americas, Europe, Asia, and the Middle East. Our commitment to get it right every time, everywhere, makes us the trusted partner of businesses and organizations worldwide.

Overview

We are seeking a highly organized, proactive, and resourceful professional to serve in a dual-capacity role supporting both Executive Assistance to the Global Operations Leadership Team (India, Poland, USA) and Facilities Management for our Nagpur office. This role is ideal for someone who thrives in a dynamic environment, can manage multiple priorities seamlessly, anticipates needs ahead of time, and ensures operational excellence across administrative and facilities functions.

Responsibilities

Executive Assistant Responsibilities (Global Support)

Calendar & Coordination

• Manage complex, multi-time-zone calendars for leaders across India, Poland, and the USA.
• Plan, prioritize, and coordinate meetings, reviews, workshops, and leadership connects.
• Ensure efficient scheduling that optimizes time and reduces conflicts.

Travel & Expense Management

• Coordinate domestic and international travel including visas, itineraries, accommodation, and logistics.
• Prepare, track, and submit travel and expense claims; ensure timely closures.
• Maintain compliance with company travel and expense policies.

Communication & Stakeholder Management

• Serve as a single point of contact for internal teams, vendors, and external partners on behalf of leadership.
• Draft, review, and circulate communications, updates, and follow-ups in a professional and timely manner.
• Track and close out action items arising from leadership meetings.

Operational Tracking & Project Follow-Up

• Monitor progress on key leadership initiatives and operational projects.
• Proactively follow up with cross-functional teams on deliverables and deadlines.
• Prepare and update trackers, status dashboards, and reports for leadership visibility.

Flexibility for Global Collaboration

• Demonstrate flexibility in work hours to support teams across different time zones when necessary.

 

Facilities Management Responsibilities

Soft & Hard Services Oversight

• Manage all day-to-day facility operations, including coordination with JLL and co-working space property managers.
• Oversee hard services (maintenance, HVAC, electrical, fire systems) and soft services (housekeeping, pantry, cafeteria, janitorial).
• Conduct regular facility walkthroughs to ensure compliance with hygiene, safety, and maintenance standards.

Vendor & Service Management

• Manage vendors for security, transport, cafeteria, housekeeping, and travel services.
• Ensure vendors meet contractual SLAs and deliver consistently high-quality service.
• Conduct performance reviews and escalate concerns where needed.
• Negotiate service contracts as per Company’s procurement guidelines and process.

Workplace Experience & Safety

• Maintain a clean, safe, and productive workspace aligned with company standards.
• Lead Business Continuity and Crisis management efforts; manage emergency evacuation procedures.
• Physical security support – managing security badge access for new joiners and leavers. Troubleshooting local issues with IT team.
• Coordinate seating plans, desk allocations, and office moves where required.
• Support implementation of EHS policies, emergency drills, and compliance requirements.

Budgeting & Reporting

• Manage facility-related budgets and track expenses against approved costs.
• Set and review budgets for all building and facilities costs. Identify cost effective options. Purchase order management using D365, authorise invoices and monitor spend.
• Ensure timely processing of invoices and expense tracking.
• Prepare reports for leadership including:
• Facility performance dashboards
• SLA performance summaries
• Monthly expense reports
• Vendor performance metrics

 

Candidate Requirements

Functional Competencies

• Executive Support: Strong experience managing calendars, travel, and communications for senior leaders.
• Facilities Operations: Understanding of soft and hard services, vendor management, office administration, and workplace operations.
• Project Coordination: Ability to track multiple projects and follow through rigorously.
• Report Preparation: Comfortable with basic data analysis and preparation of weekly/monthly reports and presentations.
• Vendor & Budget Management: Experience handling budgets, invoices, and negotiating with vendors.

 

 

 

Behavioral Competencies

• Ownership & Accountability: Takes full responsibility for tasks and outcomes without needing constant supervision.
• Proactive Thinking: Anticipates needs, identifies risks early, and resolves issues before they escalate.
• Communication Excellence: Clear, concise, and professional communication—both written and verbal.
• Multitasking & Prioritization: Ability to manage multiple, diverse responsibilities simultaneously with high attention to detail.
• Collaboration & Stakeholder Handling: Comfortable working with global stakeholders and cross-functional teams.
• Adaptability & Flexibility: Willingness to adjust work hours for global coordination; comfortable in fast-paced environments.
• Discretion & Confidentiality: High level of integrity and professionalism when handling sensitive information.

Qualifications

Qualifications & Experience

• Bachelor’s degree in business administration, Office Management, Facilities Management, or related field.
• 3–5 years of combined experience in Executive Assistant, Office Administration, or Facilities roles.
• Prior experience supporting global teams preferred.
• Exposure to managing co-working spaces, property management partners, and corporate vendors.
• Proficiency in MS Outlook, Excel, PowerPoint, and collaboration tools (Teams/Zoom).
• Strong English communication skills; additional language skills a plus.

 

Success Indicators in This Role

• Smooth coordination and seamless support to Operations leadership team.
• Office environment consistently meeting high-quality workplace standards.
• Vendors performing at or above SLA requirements.
• Accurate and timely reporting, budgeting, and expense management.
• Strong stakeholder feedback from leaders and teams.

What do we offer

HireRight does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of HireRight and HireRight will not be obligated to pay a placement fee.