Executive Assistant

Job Description Executive Assistant ---------------------------------------------------------------------------------------------------------------------------------------- Profile Summary: We are seeking an experienced and highly organized Executive Assistant to support our senior leadership team. This role requires a proactive individual with exceptional organizational, communication, and interpersonal skills to help drive the efficiency and effectiveness of our leadership operations. The ideal candidate will serve as a strategic partner to senior leaders, handling a wide range of administrative and support tasks and acting as a trusted liaison between the executive team and both internal and external stakeholders. This role is critical to supporting senior leaders by optimizing their time and efficiency, allowing them to focus on strategic goals and organizational growth. Key Responsibilities: 1) Calendar Management a) Manage complex and dynamic schedules, including meetings, appointments, and travel itineraries. b) Coordinate internal and external meetings, ensuring effective time management and appropriate agenda preparation c) Identify areas where leaders should direct their focus/attention as well as establish metrics for success. 2) Communication Management a) Serve as the point of contact for the senior leaders, handling phone calls, emails, and inquiries professionally and confidentially. b) Draft and proofread communications, including emails, memos, presentations, and reports. 3) Project Support & Coordination a) Assist in planning and executing special projects, initiatives, and events as directed by leadership. b) Coordinate across departments to gather information, track project timelines, and ensure deadlines are met. 4) Travel and Expense Management a) Arrange domestic and international travel, including flights, accommodations, and ground transportation. b) Prepare travel itineraries and process expense reports promptly. 5) Document & File Management a) Organize and maintain files, records, and confidential documents. b) Ensure proper storage and retrieval of key documents as needed by leadership. 6) Meeting & Event coordination a) Organize and coordinate high-level meetings, conferences, and events, including preparing agendas, minutes, and follow-ups on action items. b) Ensure seamless execution of executive meetings. Voya India Internal 1 | P a g e

Job Description Executive Assistant ---------------------------------------------------------------------------------------------------------------------------------------- 7) Stakeholder Coordination a) Liaise with internal teams, clients, and external partners on behalf of senior leadership, maintaining strong relationships. b) Act as a bridge for effective communication and collaboration. 8) Administrative Support a) Handle various administrative tasks, including office supply management, document processing, and research. Qualifications: Experience: Minimum of 5+ years of experience as an Executive Assistant or in a similar role supporting senior leadership, preferably within a corporate Organisation Education: Bachelors or Masters degree from a recognised university Skills: ¢ Excellent organizational, communication, and interpersonal skills. ¢ Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). ¢ Ability to work with high confidentiality and discretion. ¢ Proactive, self-motivated, and able to manage multiple tasks efficiently. ¢ Strong problem-solving abilities and a high degree of flexibility ¢Should be results driven and have ability to prioritize and getting things done ¢Ability to work under stringent timelines Additional Information : ¢ Flexible work schedule will be required as per the business needs ¢ Some travel may be required. Voya India Internal 2 | P a g e