Executive Assistant

Key Responsibilities

Executive Support

• Manage and maintain executives' calendars, appointments, meetings, and travel schedules.

• Coordinate internal and external meetings, conferences, and business events.

• Prepare agendas, presentations, reports, and briefing documents for meetings.

• Record and circulate Minutes of Meetings (MoM) and track action items.

• Screen and prioritize emails, calls, and correspondence.

• Handle confidential and sensitive information with professionalism and discretion.

• Act as a liaison between senior management and internal/external stakeholders.

Administrative Management

• Oversee day-to-day office administration activities.

• Maintain and organize office records, documents, contracts, and correspondence.

• Ensure proper filing and document management systems are maintained.

• Coordinate procurement of office supplies, equipment, and services.

• Monitor office maintenance, housekeeping, and facility management activities.

• Manage vendor relationships and coordinate service agreements.

Coordination & Communication

• Coordinate with various departments to ensure timely execution of management directives.

• Follow up on pending tasks, project milestones, and business deliverables.

• Facilitate effective communication across teams and management levels.

• Support management in policy implementation and organizational initiatives.

Travel & Event Management

• Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.

• Manage travel expenses and reimbursement processes.

• Coordinate corporate events, meetings, workshops, and leadership visits.

• Ensure smooth logistics and hospitality arrangements.

Reporting & Documentation

• Prepare MIS reports, management dashboards, and business summaries.

• Draft business letters, emails, notices, presentations, and reports.

• Maintain records of approvals, contracts, agreements, and compliance-related documents.

• Assist in data analysis and preparation of executive reports.

Expense & Budget Administration

• Process expense claims and maintain expense records.

• Coordinate invoice processing and vendor payments.

• Track departmental budgets and administrative expenses.

• Assist in cost-control initiatives and budget monitoring.

Compliance & Governance

• Ensure adherence to company policies and administrative procedures.

• Maintain confidentiality and compliance with organizational standards.

• Support audits and provide required documentation when needed.

• Coordinate with HR, Finance, and other departments for compliance-related activities.

Required Qualifications

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.

• Additional certifications in Administration, Office Management, or Executive Assistance will be preferred.

Experience

• 3–8 years of experience in Executive Assistance, Administration, Office Management, or a similar role.

• Experience supporting senior leadership or C-suite executives is preferred.

Key Skills & Competencies

Technical Skills

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

• Google Workspace

• ERP/CRM systems

• Report preparation and documentation

• Data management and MIS reporting

Behavioral Skills

• Excellent verbal and written communication

• Strong organizational and multitasking abilities

• Time management and prioritization skills

• Attention to detail and accuracy

• Problem-solving and decision-making capability

• Professionalism and confidentiality

• Stakeholder management and coordination

Key Performance Indicators (KPIs)

• Timely scheduling and coordination of meetings.

• Accuracy and quality of reports and documentation.

• Effective follow-up and closure of action items.

• Administrative process efficiency.

• Executive satisfaction and stakeholder feedback.

• Timely completion of assigned projects and tasks.

• Cost-effective management of administrative operations.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 6 years of experience.