Executive Administrator

Company Description

Vistara VA Services offers reliable, cost-effective Virtual Assistant solutions to help businesses scale smarter by handling critical yet time-consuming operational tasks. We specialize in providing administrative, client communication, and documentation support, so businesses can focus more on strategy, revenue, and client engagement. Our VAs are rigorously vetted and trained to deliver excellence across various industries, including insurance, logistics, legal, and consulting. Based in Udaipur, we strive to become a seamless extension of your team, contributing to streamlined operations and growth.

Person Specification – Executive Assistant to CEO

Position:

Preferred Candidate:

Key Responsibilities

1. Scheduling & Calendar Management

• Review and prioritize incoming emails, draft responses, and manage follow-ups.
• Maintain CEO’s calendar, eliminate conflicts, and coordinate meeting logistics.
• Prepare agendas, briefing packs, and track post-meeting actions.

2. Travel Coordination

• Manage travel bookings — flights, hotels and transportation.
• Prepare full travel itineraries and conference materials.
• Coordinate event participation, passes, and marketing items.

3. Marketing & Brand Support

• Maintain LinkedIn and company profiles with CEO-approved updates.
• Coordinate with design vendors and create quick assets in Canva.
• Support event branding and collateral preparation.

4. People & HR Support

• Schedule interviews and manage candidate communications.
• Act as a liaison between teams and HR for escalations.

5. Operations & Admin

• Manage permit renewals, SOPs, and process documentation.
• Build automations and support cross-departmental projects.

6. CEO Support & Confidentiality

• Act as the first point of contact when the CEO is unavailable.
• Anticipate needs, summarize key updates, and handle all matters discreetly.

Qualifications

• Strong administrative skills such as inbox and calendar management, scheduling, and data entry
• Excellent client communication skills including call handling, lead nurturing, and CRM updates
• Proficient in documentation tasks such as drafting, formatting, proofreading, and data management
• Experience in market research and operational support
• Good organizational and multitasking abilities
• Knowledge of industry-specific tasks in insurance, logistics, legal, or consulting is a plus
• Bachelor’s degree in Business Administration, Communication, or a related field is preferer

Why Join Us?

• Work closely with leadership on high-impact projects.
• Dynamic, collaborative, and growth-oriented work culture.
• Opportunity to shape processes and improve operational efficiency.

If you’re someone who takes initiative, communicates with clarity, and thrives on organization — we’d love to hear from you!

DM us directly to learn more or send your resume on pushpendra@vistaravaservice.com or call on +91 900-178-0630