Executive Assistant

Role & responsibilities

We are looking for a highly organized and proactive Executive Assistant to provide comprehensive administrative and executive support to senior leadership. The ideal candidate will have strong calendar management, travel coordination, stakeholder management, and communication skills, with the ability to work independently in a fast-paced environment.

Key Responsibilities

Calendar & Diary Management

• Manage complex executive calendars and schedules.
• Coordinate, accept, decline, and prioritize meeting requests.
• Schedule and organize internal and external meetings.
• Apply calendar management best practices, including color coding and prioritization.
• Handle ad-hoc and complex meeting coordination requirements.

Travel Management

• Arrange domestic and international travel, including flights, accommodation, transportation, and itineraries.
• Manage multi-destination travel plans and last-minute changes.
• Coordinate visa applications and travel documentation.
• Ensure travel schedules align with executive availability and business priorities.

Communication & Documentation

• Prepare, edit, format, and proofread presentations, reports, and business documents.
• Maintain high standards of grammar, spelling, and document consistency.
• Communicate professionally with internal and external stakeholders.
• Proactively identify issues and propose practical solutions.

Stakeholder & Relationship Management

• Build and maintain strong relationships with executives, clients, and Executive Assistants across the organization.
• Deliver exceptional customer service to senior leaders and stakeholders.
• Collaborate effectively with global teams and support functions.

Administrative Support

• Manage invoicing, expense reporting, and account reconciliation activities.
• Maintain email distribution lists, SharePoint sites, and documentation repositories.
• Coordinate restaurant reservations, office bookings, and meeting room arrangements.
• Complete and process standard organizational forms and requests.

Meeting & Event Management

• Coordinate and manage meetings, conferences, workshops, and events.
• Prepare agendas, meeting materials, and action trackers.
• Support conference calls, video conferences, and virtual meetings.
• Provide on-site event support, including note-taking and coordination.
• Assist with event logistics while ensuring budget compliance.

Work Management & Reporting

• Record and track all customer interactions using ServiceNow or similar work management tools.
• Maintain accurate documentation and reporting of activities and requests.

Required Skills

• Strong experience as an Executive Assistant, Executive Support Associate, or Administrative Assistant.
• Excellent calendar and travel management skills.
• Strong verbal and written English communication skills.
• Experience supporting senior executives and leadership teams.
• Strong analytical thinking, decision-making, and problem-solving abilities.
• Ability to work independently and manage multiple priorities.
• Excellent stakeholder management and customer service skills.
• Ability to learn and adapt to new tools and technologies.

Technical Skills

• Microsoft Outlook
• Microsoft Excel
• Microsoft Word
• Microsoft PowerPoint
• ServiceNow (preferred)
• SharePoint (preferred)

Education & Experience

• Graduate or Postgraduate (Secretarial background preferred).
• Experience as an Executive Assistant in a customer service, executive support, or administrative environment.
• Strong English communication skills (reading, writing, and speaking).

Shift Timings

• UK/Ireland Shift: 1:30 PM 11:30 PM IST
  OR
• Nordic Shift: 11:30 AM 9:30 PM IST

(Monday to Friday, 9 working hours including 1-hour break)

Additional Requirements

• Willingness to work in UKI/Nordic shifts.
• Strong typing and organizational skills.