Executive Assistant

Overview

Executive Assistant role providing day-to-day administrative, travel, expense and stakeholder support to senior leadership.

What you'll do

• Provide day-to-day administrative support to senior leadership and ensure the smooth functioning of the executive office.
• Manage calendars, schedule appointments, coordinate meetings, and ensure effective prioritization of commitments.
• Prepare and coordinate meeting agendas, presentations, minutes, and other relevant documentation as required.
• Handle correspondence, calls, emails, and follow-ups in a timely and professional manner.
• Maintain organized records, files, and confidential documents while ensuring accuracy and accessibility.
• Plan and coordinate domestic and international travel arrangements, including flight bookings, hotel reservations, and ground transportation.
• Manage foreign visa processing requirements, including documentation and coordination for destinations such as the UK, US, France, and other countries.
• Coordinate forex requests and other travel-related arrangements in line with company policies.
• Prepare and share travel itineraries, schedules, and required travel information with the concerned stakeholders.
• Proactively manage changes, cancellations, and travel-related issues to ensure smooth travel experiences.
• Manage expense claims, reimbursements, and related documentation through the Happay platform.
• Coordinate with employees, finance teams, and relevant stakeholders for timely submission and processing of expense claims.
• Track expense-related requests and follow up on pending approvals or clarifications.
• Ensure expense records and supporting documents are accurate and maintained in accordance with company policies.
• Support timely resolution of expense and reimbursement-related queries.
• Act as a key point of contact between senior leadership and internal and external stakeholders.
• Coordinate with different departments to ensure timely communication, information sharing, and closure of action items.
• Organize internal and external meetings, business reviews, and other official engagements.
• Follow up with stakeholders on pending matters and ensure commitments and deadlines are met.
• Build and maintain effective working relationships through professional communication and service excellence.
• Draft, proofread, and manage professional emails, letters, reports, and other business communications.
• Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• Coordinate office-related requirements and liaise with vendors and service providers wherever required.
• Support the planning and execution of events, conferences, and other leadership engagements.
• Anticipate administrative requirements and take proactive steps to ensure efficient day-to-day operations.
• Ensure adherence to organizational policies, administrative procedures, and approval processes.
• Maintain confidentiality of business information, leadership communications, and sensitive documents.
• Ensure accurate maintenance of records, travel documentation, expense details, and administrative reports.
• Promote transparency, accountability, and professionalism in all administrative and stakeholder interactions.
• Handle responsibilities with integrity, discretion, and attention to detail.

What you'll need

• Bachelor's degree in Business Administration, Management, or a related discipline.
• 4+ years of experience in an Executive Assistant, Personal Assistant, or similar administrative support role.
• Experience in managing domestic and international travel arrangements and foreign visa processing.
• Working knowledge of forex requests, expense management, reimbursements, and platforms such as Happay.
• Strong proficiency in MS Office applications, calendar management, and professional correspondence.
• Excellent verbal and written communication skills with strong interpersonal abilities.
• Strong organizational, planning, multitasking, and problem-solving capabilities.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and attention to detail.
• High level of discretion, confidentiality, ownership, and a proactive approach to work.

Nice to have

• Prior experience supporting senior leadership or CXO-level executives.

Details

• Location: Mumbai, India.