Executive Assistant on third party contract

We are seeking a proactive and detail-oriented Executive Assistant (EA) to provide comprehensive administrative and logistical support to senior leadership (HOD) and the wider team. The ideal candidate will have strong experience in managing travel logistics, visa processing, claim reimbursements, and day-to-day team coordination. Key Roles and Responsibilities: Administrative Support: Manage calendars, schedule meetings, and coordinate internal and external appointments. Prepare meeting agendas, minutes, and follow-up action points. Handle confidential documents with integrity and discretion. Travel and Visa Coordination: Coordinate domestic and international travel arrangements including flights, hotels, local transportation, and itineraries. Handle visa applications, documentation, and liaise with embassies/visa consultants to ensure timely processing. Maintain records of travel documents, visas, and renewals. Claim and Reimbursement Processing: Collect, verify, and process employee reimbursement claims in line with company policies. Ensure timely submission and approval of claims. Liaise with finance for pay-outs and maintain accurate records of transactions. Team Support and Coordination: Assist in organizing team events, meetings, and offsites. Coordinate onboarding logistics for new team members (stationery, seating, IT access, etc.). Act as a point of contact for inter-departmental coordination and communication. Ticket Booking and Logistics: Book travel tickets and accommodations for employees and visitors as needed. Handle rescheduling, cancellations, and refunds in coordination with travel partners. Maintain a tracker of travel bookings and budgets. Qualifications and Skills: Bachelors degree in any discipline. Proven experience in a similar administrative or executive assistant role. Strong organizational and multitasking abilities. Excellent communication skills verbal and written. High proficiency in MS Office (Word, Excel, PowerPoint, Outlook). Knowledge of visa procedures, travel portals, and reimbursement systems is preferred. Ability to maintain confidentiality and manage sensitive information.