Executive Assistant

Responsibilities

Calendar and communication

• Manage and maintain both Directors calendars, including scheduling meetings and appointments. Resolve clashes between their schedules and flag conflicts early.
• Act as the first point of contact for internal and external communications on behalf of the Directors.
• Prepare and edit correspondence, reports, presentations and other documents as needed.

Travel, visas and international bookings

• Plan and book domestic and international travel: flights, hotels, ground transport, travel insurance and forex.
• Handle end-to-end visa processing for both Directors and, when required, other team members. This covers documentation, applications, appointments, follow-up and tracking passport and visa validity.
• Prepare detailed itineraries with confirmations, contacts and contingency plans. Manage rebookings and cancellations.
• Maintain a travel database: passports, visas, frequent-flyer numbers, preferences and preferred vendors.

Exhibitions and events

• Coordinate exhibitions end to end: stall booking, booth design and vendor coordination, logistics and shipping, team travel and accommodation, pre-event meeting scheduling, on-ground support and post-event follow-up.
• Maintain exhibition calendars, budgets and checklists. Track vendor payments and invoices.
• Assist in preparing for meetings, conferences and events.

Meetings and office support

• Coordinate and support meetings: prepare agendas, take minutes and follow up on action items.
• Liaise with internal departments and external stakeholders, including clients, vendors, airlines and consulates, for seamless communication.
• Manage special projects and conduct research as directed by either Director.
• Organise and maintain physical and digital filing systems.
• Manage expense claims, reimbursements, bill payments and basic personal errands where required
• Maintain strict confidentiality of sensitive business, financial and personal information.

Requirements:

• 4+ years as an executive assistant or in a similar role. Experience supporting two or more senior leaders is preferred.
• Proven experience handling visas and international bookings.
• Experience coordinating exhibitions or trade shows end to end.
• Exceptional organisational and time-management skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), virtual platforms (Zoom, MS Teams) and Google Workspace. Familiarity with online booking portals and visa application portals.
• Ability to work independently with minimal supervision and adapt to changing priorities.
• High level of discretion and professionalism.
• Strong problem-solving abilities and attention to detail.
• Proficient in English, verbal and written. Knowledge of Hindi or other relevant languages is an advantage.
• Willing to travel occasionally for exhibitions or events and to work extended hours or weekends during exhibition periods.

Qualification

Bachelor's degree preferred. Additional qualifications in office administration are a plus.