Executive Assistant To VP (Expat), Gurgaon

Role & responsibilities

complex international logistics like visa support, cross-cultural communication, and time zone management, ensuring seamless global operations and project support, from scheduling board meetings to preparing sensitive international reports

• Calendar Management:

  Proactively manage the VP's complex, time-zone-spanning schedule, prioritizing high-value meetings and protecting focus time.

• Travel Coordination:

  Arrange detailed international travel (flights, visas, accommodation), handle ground transport, and manage itineraries across different countries.

• Communication Hub:

  Screen calls, emails, and correspondence, acting as the primary point of contact with internal teams, global partners, and clients.

Strategic & Project Support

• Information Management:

  Prepare, edit, and organize executive-level reports, presentations, and confidential board materials.

• Project Coordination:

  Track action items from leadership meetings, align teams on deliverables, and support special cross-functional projects.

• Research:

  Conduct research for strategic decisions, market insights, and new initiatives.

Expat-Specific Responsibilities

• International Logistics:

  Manage work permits, visas, and relocation support for the VP and potentially their family, if applicable.

• Cultural Nuances:

  Assist in navigating different business cultures and communication styles with international stakeholders.

• Time Zone Management:

  Strategically schedule calls and meetings across multiple global time zones to ensure optimal participation.

• Remote Coordination:

  Facilitate seamless virtual meetings and maintain strong connections with HQ and regional offices.

Preferred candidate profile

Key Skills for an Expat-Supporting EA

• Discretion:

  Handle highly confidential global business information with utmost professionalism.

• Problem-Solving:

  Quickly resolve unexpected issues, especially during international travel or urgent cross-border communications.

• Tech Savvy:

  Proficient with office suites, virtual meeting platforms, and cloud-based systems.

• Proactive Anticipation:

  Anticipate the VP's needs, often before they are even voiced, to enable strategic focus.
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