Executive Assistant

Key Responsibilities Executive Support Manage and maintain executives' calendars, appointments, meetings, and travel schedules. Coordinate internal and external meetings, conferences, and business events. Prepare agendas, presentations, reports, and briefing documents for meetings. Record and circulate Minutes of Meetings (MoM) and track action items. Screen and prioritize emails, calls, and correspondence. Handle confidential and sensitive information with professionalism and discretion. Act as a liaison between senior management and internal/external stakeholders. Administrative Management Oversee day-to-day office administration activities. Maintain and organize office records, documents, contracts, and correspondence. Ensure proper filing and document management systems are maintained. Coordinate procurement of office supplies, equipment, and services. Monitor office maintenance, housekeeping, and facility management activities. Manage vendor relationships and coordinate service agreements. Coordination & Communication Coordinate with various departments to ensure timely execution of management directives. Follow up on pending tasks, project milestones, and business deliverables. Facilitate effective communication across teams and management levels. Support management in policy implementation and organizational initiatives. Travel & Event Management Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Manage travel expenses and reimbursement processes. Coordinate corporate events, meetings, workshops, and leadership visits. Ensure smooth logistics and hospitality arrangements. Reporting & Documentation Prepare MIS reports, management dashboards, and business summaries. Draft business letters, emails, notices, presentations, and reports. Maintain records of approvals, contracts, agreements, and compliance-related documents. Assist in data analysis and preparation of executive reports. Expense & Budget Administration Process expense claims and maintain expense records. Coordinate invoice processing and vendor payments. Track departmental budgets and administrative expenses. Assist in cost-control initiatives and budget monitoring. Compliance & Governance Ensure adherence to company policies and administrative procedures. Maintain confidentiality and compliance with organizational standards. Support audits and provide required documentation when needed. Coordinate with HR, Finance, and other departments for compliance-related activities. Required Qualifications Bachelor's Degree in Business Administration, Commerce, Management, or a related field. Additional certifications in Administration, Office Management, or Executive Assistance will be preferred. Experience 3–8 years of experience in Executive Assistance, Administration, Office Management, or a similar role. Experience supporting senior leadership or C-suite executives is preferred. Key Skills & Competencies Technical Skills Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) Google Workspace ERP/CRM systems Report preparation and documentation Data management and MIS reporting Behavioral Skills Excellent verbal and written communication Strong organizational and multitasking abilities Time management and prioritization skills Attention to detail and accuracy Problem-solving and decision-making capability Professionalism and confidentiality Stakeholder management and coordination Key Performance Indicators (KPIs) Timely scheduling and coordination of meetings. Accuracy and quality of reports and documentation. Effective follow-up and closure of action items. Administrative process efficiency. Executive satisfaction and stakeholder feedback. Timely completion of assigned projects and tasks. Cost-effective management of administrative operations.