Executive Administrative Assistant

Job Title: Executive Administrative Assistant

Work Location: Hybrid

EA To: Senior Executives in US/Co-founder/Director

Work Hours: US time Zone - 8:30 PM to 5:30 AM

About the Company:

www.inhabitr.ai.

Job Summary:

The Executive Administrative Assistant will be responsible for managing daily administrative tasks and ensuring the smooth functioning of our office operations by managing schedules, strategic priorities, efficient communication. As an Administrative Executive, the incumbent will bring a blend of professionalism, discretion, and exceptional communication skills, along with experience supporting senior executives in fast-paced, high-growth environments.

Duties and Responsibilities

• Manage the calendar, schedule internal and external meetings, and ensure optimal time utilization.
• Handle general administrative tasks such as answering phone calls, responding to emails, and managing correspondence.
• Ensure accuracy and timely updates of executives' calendars, maintaining organizational efficiency. 
• Coordinate and schedule meetings, appointments, and travel arrangements for senior executives and staff members.
• Prepare reports, presentations, and other documentation for meetings and presentations with high accuracy and clarity.
• Organize and maintain physical and electronic files, records, and databases, ensuring accuracy and confidentiality.
• Oversee office supplies inventory and place orders when necessary.
• Serve as the point person for maintenance, mailing, shipping, and purchasing requests.
• Assist in budget preparation and expense monitoring, ensuring adherence to company policies.
• Liaise with external vendors, suppliers, and clients to ensure smooth business operations.
• Conduct research and provide administrative support to various projects, as assigned.
• Provide support and assistance to other team members as needed.
• Organize travel arrangements, itineraries, and accommodation for domestic and international trips.
• Track and follow up on key action items, deadlines, and deliverables.
• Coordinate with cross-functional teams, clients, board members, and key stakeholders.
• Handle confidential information with the utmost discretion and professionalism.
• Anticipate needs and take initiative to address them proactively.

Executive Administrative Assistant Requirements and Qualifications

• Proven experience as an Executive Assistant, supporting C-level executives (preferably CEOs, Founders, or Managing Directors).
• Prior exposure to working in high-performance environments such as Big4 firms (e.g., McKinsey, BCG, Bain, etc.) is preferred.
• Excellent organizational and time management skills with the ability to prioritize tasks effectively.
• Strong written and verbal communication skills, capable of interacting with individuals at all levels of the organization.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint) and other relevant software applications.
• High attention to detail and a commitment to quality.
• Ability to work independently and maintain composure under pressure.
• Ability to maintain confidentiality and handle sensitive information with professionalism.
• Strong problem-solving skills with the ability to multitask and adapt in a fast-paced environment.
• A positive attitude and exceptional interpersonal skills, coupled with a customer service-oriented approach.
• Strong sense of integrity, discretion, and accountability.
• Bachelor's degree in business administration, management, or a related field is preferred.
• Previous experience in working effectively in a team-oriented and collaborative environment.
• Must hold a valid U.S. visa and be open to occasional travel.
• Willingness to work U.S. business hours (8:30 PM – 5:30 AM IST).
• Should be open to flexible working hours to accommodate varying schedules and time zones.

Contact:

Shraddha Dalmia

shraddha@inhabitr.ai

P.N: Candidates willing to work in US shift timing and from Big 4 consulting firms should only apply.