Job Description

Role Overview

The Executive Assistant will provide comprehensive administrative and executive support to senior leaders within the organization. The role demands exceptional multitasking, organizational, and communication skills. The ideal candidate will be proactive, detail-oriented, and capable of handling multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

1. Calendar & Schedule Management

• Manage complex calendars for senior executives, including scheduling, rescheduling, and prioritizing appointments.
• Coordinate meetings, conference calls, and events efficiently using Microsoft Outlook.
• Resolve scheduling conflicts proactively and ensure optimal use of executive time.
• Send timely meeting reminders, follow-ups, and ensure all participants are informed.

2. Travel Coordination

• Organize domestic and international travel arrangements, including flight bookings, hotel accommodations, ground transportation, and visa assistance if required.
• Prepare detailed travel itineraries and manage travel-related documentation.
• Process travel expense reimbursements and ensure adherence to company travel policies.

3. Communication & Correspondence

• Serve as a reliable point of contact between executives and internal/external stakeholders.
• Draft, review, and manage professional correspondence, reports, and emails with attention to detail and tone.
• Handle incoming calls, messages, and inquiries with discretion and responsiveness.

4. Meeting & Event Management

• Schedule and coordinate internal and external meetingsvirtual and in-person.
• Prepare agendas, presentations, and meeting materials using MS PowerPoint and MS Word.
• Record minutes of meetings and ensure timely follow-up on action points.
• Manage logistics for board meetings, leadership sessions, and client interactions.

5. Administrative & Operational Support

• Maintain and organize electronic and physical filing systems for easy data retrieval.
• Track deadlines, projects, and deliverables on behalf of senior leadership.
• Handle expense management, invoice processing, and vendor coordination.
• Support in preparing business presentations, reports, and dashboards.

6. Virtual Assistance

• Manage virtual meetings via MS Teams, Zoom, and other collaboration platforms.
• Coordinate across multiple time zones when required.
• Maintain confidentiality of sensitive business and personal information.

Mandatory Skills

All of the following skills are mandatory for this position:

• Microsoft Outlook – Advanced calendar and email management
• Microsoft PowerPoint – Strong presentation creation and formatting skills
• Calendaring & Calendar Management
• Travel Arrangement and Coordination
• Virtual Assistant Skills
• Excellent Written & Verbal Communication
• Strong Organizational & Time Management Skills

Preferred Qualifications

• Bachelor’s degree in Business Administration, Commerce, or any related field.
• Prior experience supporting senior leaders in consulting, professional services, or multinational companies.
• Familiarity with collaboration tools such as MS Teams, Zoom, and SharePoint.

Work Mode

• Work from Office/Hybrid – Bangalore location.
• Standard office hours with occasional flexibility required for leadership coordination.

More Info

Education