Executive Assistant (On Contract)

Executive Assistant (EA) - Contract Role (3rd Party) - 6 months to start with

Location: Bangalore

Experience: 5–10 Years

Compensation: ₹5–8 LPA

Experience

• 5–10 years of experience as an Executive Assistant, Personal Assistant, or Executive Coordinator supporting senior leadership.

Role Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership. The incumbent will play a critical role in managing executive calendars, coordinating meetings, handling confidential information, facilitating communication, and ensuring smooth day-to-day business operations.

Key Responsibilities

Executive Support

• Manage complex calendars, appointments, and meeting schedules for senior leaders.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visa requirements, and itineraries.
• Screen and priorities emails, correspondence, and telephone communications.
• Prepare meeting agendas, presentations, reports, and briefing materials.

Meeting & Stakeholder Coordination

• Organize leadership meetings, town halls, business reviews, and external stakeholder interactions.
• Record meeting minutes and track action items to ensure timely closure.
• Liaise with internal and external stakeholders on behalf of the executive.
• Coordinate cross-functional projects and follow up on key deliverables.

Administrative Management

• Manage expense reimbursements, invoice processing, and documentation.
• Maintain confidential records, contracts, and business documents.
• Support procurement requests, vendor coordination, and office administration activities.
• Ensure accurate filing and document management practices.

Business Operations Support

• Assist in preparing business reports, dashboards, and management presentations.
• Monitor deadlines and proactively drive completion of leadership priorities.
• Support event management, leadership visits, and employee engagement initiatives.
• Identify opportunities to improve administrative processes and operational efficiency.

Confidentiality & Governance

• Handle sensitive business information with the highest level of discretion.
• Ensure compliance with company policies, documentation standards, and governance requirements.

Desired Qualifications & Skills

Education

• Bachelor's degree in Business Administration, Commerce, Management, or related discipline.

Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organisational and multitasking abilities.
• High attention to detail and problem-solving capability.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook, Teams).
• Ability to manage multiple priorities in a fast-paced environment.
• Strong stakeholder management and interpersonal skills.
• Professional demeanour with high levels of confidentiality and integrity.

Key Success Measures

• Effective calendar and meeting management.
• Timely execution of leadership priorities and action items.
• High-quality stakeholder coordination and communication.
• Accuracy in documentation, reporting, and administrative processes.
• Strong responsiveness and ability to anticipate executive needs.

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Skills Required
Excel, Powerpoint, Microsoft Office, Word, Outlook