Executive Assistant & Operations Executive

Role & responsibilities

Executive support

• Travel coordination for leadership: research options, book flights/hotels/ground transport, share itineraries, manage reschedules.
• Onsite assistance & errands: coffee/beverages, light personal tasks, pickup/drop-offs for documents/packages, couriers.
• Small logistics: print/prepare basic documents, handle quick venue/cab bookings.
• Discretion & responsiveness: handle requests promptly while maintaining strict confidentiality.

Travel & visas

• Plan end-to-end travel (flights/hotels/ground), build itineraries, manage reschedules.
• Prepare visa documentation, appointments, and compliance.

Procurement & vendor management

• Source quotes, compare vendors, negotiate pricing/terms for software, hardware, and services.
• Maintain contract/renewal calendar (licenses, subscriptions, insurance); raise POs and track deliveries.

Expense & finance operations

• Process invoices/reimbursements; ensure accurate coding, approvals, and on-time payouts.
• Reconcile statements, track advances/petty cash, maintain clean documentation for audits.

Assets & office operations

• Oversee asset lifecycle (laptops/peripherals): issuance, returns, repairs, warranty/RMA; maintain inventory.
• Coordinate office logistics, ID/access setup, seating, couriers, shipments, and pantry/stationery.

Company cars & drivers

• Schedule drivers, maintain logs, fuel/toll/FASTag, service/insurance/PUC renewals.

IT & access coordination

• Raise/track access requests with IT; onboarding/offboarding checklists for accounts/devices.

Compliance & documentation

• Keep policies/SOPs current; maintain an audit-ready trail of invoices, contracts, and approvals.

Reporting

• Weekly ops/EA reports (tasks completed, spend vs. budget, upcoming renewals & trips).

Key competencies

• Ownership & urgency; bias for action.
• Organization & prioritization across competing deadlines.
• Discretion with sensitive information.
• Stakeholder management across Finance, IT, HR, Leadership, and external vendors.

Preferred candidate profile

• 25 years in EA/Ops roles (SaaS or tech startup preferred).
• Strong written/verbal communication; immaculate follow-through.
• Comfortable negotiating with vendors and managing budgets.
• Proficiency with Google Workspace/Microsoft 365, spreadsheets, and task trackers
• Hands-on with travel booking portals, visa portals, and expense tools.