Executive Assistant

Job Description

Role Purpose: The Executive Assistant (EA) will play a crucial role in optimizing time by managing tasks that can be effectively handled by others. The EA will act as a gatekeeper, facilitator, and coordinator to ensure seamless execution of administrative, personal, and business-related responsibilities. Key Responsibilities: 1. Travel & Logistics Management Plan and book travel (flights, hotels, cars) for domestic and international trips. Ensure all travel-related documentation (visas, insurance, itinerary) is managed efficiently. Optimize travel schedules for efficiency and comfort, ensuring smooth coordination. Work as the travel desk for the office. 2. Personal & Family Assistance Oversee and coordinate house-related tasks, vendor management, and maintenance schedules. Assist with family-related commitments, including travel arrangements and special events. Liaise with household staff and vendors to ensure smooth operations on a regular basis. Manage coordination of drivers/ logistics etc. 3. Expense & Financial Management Manage Business Leaders personal and business expenses , ensuring timely processing and documentation. Track and process personal bills (utilities, credit cards, subscriptions, etc.) and ensure timely payments. Reconcile expenses and provide periodic updates. Vendor Coordination and management 4. Task & Priority Management Categorize and batch small tasks for efficient execution at one go. Maintain a list for priority tasks and ensure follow-ups are done without delay. 5. Request Management & Workflow Optimization Act as a filter for requests from employees, vendors, and external parties, ensuring Business Leaders time is only used where necessary. Implement a structured approach for handling requests , ensuring alignment with Business Leaders priorities. 6. Administrative & Compliance Support Handle purchase orders (POs), signatures, approvals , and ensure timely processing. Follow up on pending approvals and coordinate document flow for smooth execution. Manage Business Leaders calendar , ensuring optimal scheduling of meetings, travel, and personal commitments. 7. Meetings & Follow-ups Attend meetings when required, take minutes of meetings (MoM) , and track action items. Ensure timely follow-ups with responsible stakeholders on key deliverables. Summarize updates concisely for Business Leaders review. 8. Play host at meetings of Business and Personal guests Arrange Meeting Rooms Manage Food and Beverage Travel and Stay of Guests Plan meeting / Events at a 3rd venue Skills & Qualifications: Experience: 9+ years in a similar role, preferably as an Executive Assistant to a senior business leader. Education: Bachelor's degree (Business Administration, Finance, or related fields preferred). Tech-Savvy: Proficiency in MS Office, task management tools, and expense management software . Excellent Communication: Ability to handle correspondence professionally and communicate clearly. Strong Organizational Skills: Ability to prioritize, plan, and execute multiple tasks efficiently. Problem-Solving Ability: Proactive in resolving issues and removing bottlenecks. Confidentiality & Discretion: Handles sensitive matters with the highest level of professionalism. Expectations & Work Style: Proactive approach – The EA should anticipate tasks rather than wait for instructions. High efficiency – Ensure follow-ups and execution without delays . Attention to detail – Accuracy in documentation, tracking, and reminders. Time optimization mindset – Keep Business Leader free from avoidable distractions. Strong follow-through – Ensure all commitments and delegated tasks are executed as expected. This role requires a high level of initiative, organizational skills, and the ability to work independently while keeping Business Leader’s priorities at the center of execution.