Executive Administrative Assistant

Location : Gurugram, Head Office

Experience : 5+ Years

Key Responsibilities :

1. Calendar, Travel & Expense Management

Manage and coordinate complex calendars across time zones

Plan and organize domestic and international travel, including itinerary planning, bookings, visa processing, and logistics

Handle expense claims, reimbursement submissions, and budget tracking

Ensure accurate and timely record-keeping for audit purposes

2. Meeting & Event Coordination

Schedule and coordinate internal and external meetings, including logistics and venue arrangements

Prepare agendas, take detailed meeting notes (MOMs), and maintain recordings of virtual meetings

Follow up on action items from meetings to ensure timely completion

Support the organization of team events, workshops, offsites, and corporate gifting

3. Communication & Documentation

Prepare and edit team presentations, decks, event materials, press releases, and manuals

Maintain a comprehensive contact database for managers and external stakeholders

Manage internal communications and assist with executive correspondence

4. Vendor & Procurement Support

Coordinate vendor onboarding and documentation

Create and manage Purchase Orders (POs)

Follow up on vendor payments and maintain related records

Maintain organized documentation for bills, invoices, and procurement activities

Qualifications & Skills :

Minimum of 5 years of experience in executive assistance, administration, or operations roles

Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual collaboration tools (Zoom, Teams, etc.)

Strong organizational skills with keen attention to detail

Excellent written and verbal communication skills

Ability to manage multiple priorities and work independently in a fast-paced environment

Preferred Attributes :

Prior experience supporting senior leadership or cross-functional teams

Exposure to procurement systems and vendor management processes

Discretion in handling confidential information

High degree of professionalism and interpersonal skills