Executive Assistant

Job Description

Note: This role will follow a work week of Sunday to Thursday (11: 30 AM to 7:30 PM IST)

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Calendar & Schedule Management

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• Proactive management of business and personal calendars, ensuring effective alignment of commitments and priorities.
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• Scheduling and coordination of appointments, meetings, and business engagements across multiple stakeholders and time zones.
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Meeting Coordination & Follow-Up

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• Coordinating internal and external meetings, including scheduling, availability checks, and logistical
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• arrangements.
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• Preparing and circulating meeting agendas in advance.
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• Attending meetings as required to capture discussion points, decisions, and action items.
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• Preparing and distributing meeting minutes and tracking follow-up actions to completion.
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• Coordinating any specific meeting requirements to ensure smooth execution.
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Email & Communication Management

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• Managing shared mailboxes, monitoring incoming communications, routing emails and requests to the appropriate stakeholders, and tracking responses and follow-up actions as needed.
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• Assisting with administrative communications and correspondence management.
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Travel & Visa Support

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• Managing end-to-end travel planning, including flight bookings, accommodation arrangements, ground
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• transportation, and itinerary preparation.
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• Coordinating visa-related requirements by liaising with internal visa and immigration teams and ensuring timely completion of travel formalities.
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Expense & Administrative Support

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• Processing expense claims and reimbursements through internal systems and portals in a timely manner.
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• Coordinating digital signature requests following applicable legal and internal review processes.
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• Providing general administrative and operational support as required.
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Research & Business Intelligence Support

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• Conducting preliminary research on clients, stakeholders, and business-related matters.
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• Monitoring relevant industry, client, and market developments and providing concise updates that may be useful for business discussions and decision-making.
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Action Tracking & Support

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• Tracking action items, commitments, and key follow-ups arising from meetings and discussions.
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• Coordinating with internal and external stakeholders to ensure timely completion of deliverables.
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• Providing proactive administrative support to help manage day-to-day priorities effectively
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Flexibility & Responsiveness

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• Flexibility to provide support outside regular business hours, when required, particularly during urgent business needs or crisis situations.
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