Executive Assistant

Job Description: Executive Assistant (EZ)

Location: Bangalore

Type: Full-time

Experience Level: 3+ years as an Executive Assistant or in a similar administrative role

Reporting To: Senior Leadership / CEO

Job Summary

We are seeking a proactive, detail-oriented, and highly organized Executive Assistant to provide comprehensive administrative support to our senior leadership. The ideal candidate will have demonstrated experience in travel coordination, calendar/time management, and professional email handling. This role requires discretion, excellent communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. 1. Calendar & Time Management

- Maintain and manage complex calendars for senior leadership, including scheduling internal and external meetings, events, and appointments.
- Prioritize and optimize schedules to ensure efficient time allocation and minimal conflicts. - Provide reminders and prepare relevant documentation or materials ahead of meetings.

2. 2. Travel Management

- Plan and coordinate detailed domestic and international travel itineraries (flights, hotels, local transport, visa processing).
- Prepare comprehensive travel packs including schedules, contact information, meeting agendas, and backup options. - Track expenses and prepare travel expense reports in a timely manner.

3. 3. Email Management

- Monitor and manage the executive's inbox: organize, flag, and draft responses to high-priority communications.
- Filter and prioritize emails, ensuring prompt follow-up and resolution of actionable items. - Maintain confidentiality and professionalism in handling sensitive correspondence.

4. 4. Meeting Coordination & Support

- Prepare agendas, take detailed meeting minutes, and ensure timely distribution and follow-up on action items.
- Coordinate logistics for internal and external meetings (Zoom, Teams, conference rooms, AV setup).

5. 5. Administrative & Operational Support

- Draft business correspondence, reports, and presentations.
- Handle expense reporting, vendor coordination, and reimbursements. - Manage confidential information with integrity and professionalism.

6. 6. Relationship Management

- Liaise with internal departments and external stakeholders, maintaining a high standard of communication and professionalism.
- Build strong working relationships with key partners, clients, and vendors.

Requirements

- Bachelors degree or equivalent experience.
- 3–5 years of experience in an executive assistant or high-level administrative support role. - Proven expertise in travel planning, calendar scheduling, and inbox management. - Excellent written and verbal communication skills. - Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and calendar/email management tools (e.g., Google Workspace, MS Outlook). - Strong organizational and multitasking abilities. - Ability to work independently, exercise sound judgment, and handle confidential information. - Flexibility to adapt to changing priorities and occasional extended hours when required.

Preferred

- Experience supporting C-suite or senior-level executives.
- Familiarity with collaboration tools like Slack, Trello, Asana, or Notion. - Prior experience in a fast-paced or global organization.

Work Environment & Travel

- Hybrid or on-site depending on executive preference.
- May involve occasional local or international travel for event coordination or executive support.