Executive Assistant

Role & responsibilities

1. Calendar and Meeting Management

• Manage the executive's daily calendar, appointments, and schedules.
• Schedule meetings, conference calls, and business appointments.
• Prepare meeting agendas, presentations, and relevant documents.
• Record meeting minutes and follow up on action items.
• Coordinate meeting rooms and virtual meetings.

2. Administrative Support

• Handle emails, phone calls, correspondence, and other communications.
• Draft letters, emails, reports, presentations, and official documents.
• Maintain confidential files, records, and important documents.
• Organize and maintain digital and physical filing systems.
• Monitor pending tasks and ensure timely completion.

3. Travel and Expense Management

• Arrange domestic and international travel, including flights, hotels, and transportation.
• Prepare travel itineraries and coordinate travel-related requirements.
• Maintain travel records and assist with expense claims and reimbursements.
• Coordinate executive expenses and related documentation.

4. Coordination and Follow-Up

• Coordinate with internal departments, clients, vendors, and business partners.
• Follow up on tasks, projects, deadlines, and commitments assigned by management.
• Assist in preparing management reports, presentations, and business updates.
• Support the executive in day-to-day operational and strategic activities.

5. Finance & Accounts Coordination

• Coordinate with Finance and Accounts teams for timely submission of financial reports and MIS.
• Follow up on monthly, quarterly, and annual financial closing activities.
• Track budget submissions, budget-versus-actual reports, and variance explanations.
• Coordinate the collection of financial data from various departments.
• Maintain trackers for key finance deliverables, pending approvals, and reporting deadlines.
• Coordinate meetings and documentation requirements with banks, statutory auditors, internal auditors, and consultants.
• Follow up on audit observations, pending schedules, supporting documents, and action plans.
• Coordinate documentation for banking, insurance, taxation, and statutory matters with the respective teams.
• Follow up on pending approvals, payment-related documentation, and financial commitments.

Preferred candidate profile