Executive Assistant

Role Overview

The Executive Assistant (EA) will provide high-level administrative and coordination support to four Business Heads, ensuring efficient calendar management, communication handling, travel planning, and expense management. The role requires exceptional organizational skills, attention to detail, strong communication abilities, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Key Responsibilities

1. Calendar Management

- Manage end-to-end Outlook calendars for four Business Heads.

- Schedule and coordinate internal/external meetings, reviews, conferences, and travel-linked appointments.

- Prepare meeting agendas, collect inputs, circulate minutes, and ensure timely follow-ups.

- Proactively resolve meeting conflicts and optimize time blocks.

2. Travel Coordination

- Plan and manage travel arrangements (domestic & international).

- Book flights, hotels, local transportation, and prepare detailed travel itineraries.

- Coordinate travel approvals and ensure alignment with policy guidelines.

3. Reimbursement & Expense Management

- Track and prepare monthly expense claims for all four leaders.

- Manage documentation, receipts, and ensure policy compliance.

- Liaise with Finance for timely reimbursements and clarifications.

4. Communication & Correspondence

- Draft, review, and manage email communication, announcements, and notes.

- Coordinate communication between Business Heads and internal/external stakeholders.

- Handle sensitive information with discretion and maintain professional communication standards.

5. Administrative & Coordination Support

- Maintain trackers, reports, dashboards, and documentation.

- Assist in preparing presentations, review materials, and MIS support.

- Coordinate with HR, Admin, IT, Finance, and other teams for daily operations.

- Maintain an organized filing system and ensure all documents are up to date.

Key Skills & Competencies

- Excellent verbal & written communication skills.

- Strong proficiency in MS Office and Outlook calendar management.

- Highly organized, proactive, and able to manage multiple priorities.

- Strong stakeholder management and coordination abilities.

- Ability to work independently with minimal supervision.

- High level of confidentiality, integrity, and professionalism.

Education & Experience

- Graduate/Postgraduate preferred.

- 36 years of Executive Assistant or administrative support experience.

- Experience handling multiple senior leaders is an added advantage.

- Strong command over communication and documentation.