Executive Assistant

4 weeks ago

Bengaluru, Karnataka, India Input Zero Technologies Pvt. Ltd. Full time

Job Title: Executive Assistant

Location: Bangalore

Employment Type: Full-time

Job Summary:

We are seeking a highly organized and proactive Executive Assistant (EA) to provide comprehensive administrative, travel, and strategic support. The EA will be responsible for managing schedules, coordinating meetings, handling correspondence, arranging complex international and domestic travel, and ensuring seamless operations.

The ideal candidate has a background in hospitality or corporate travel management, is detail-oriented, adaptable, and possesses excellent communication, problem-solving, and multitasking skills.

Key Responsibilities:

Administrative & Executive Support:

  • Manage and maintain the executive's calendar, scheduling meetings, appointments, and events.
  • Prepare reports, presentations, and correspondence on behalf of the executive.
  • Organize and prioritize emails, calls, and messages, ensuring timely responses.
  • Handle confidential information with discretion and professionalism.

International & Domestic Travel Arrangements:

  • Plan and coordinate extensive international and domestic travel, including flights, accommodations, local transportation, and meeting itineraries.
  • Ensure travel aligns with business priorities, time zones, and executive preferences.
  • Manage visa applications, work permits, and travel documentation for multiple international destinations.
  • Stay updated on visa policies, travel restrictions, and required vaccinations for different countries.
  • Work closely with embassies, consulates, and visa agencies to secure necessary approvals.
  • Handle expense reports, travel reimbursements, and budget tracking for trips.
  • Troubleshoot any last-minute travel disruptions or itinerary changes.

Meeting & Event Coordination:

  • Plan and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
  • Arrange logistics for events, conferences, and corporate gatherings.
  • Manage the executive's participation in international forums, networking events, and business summits.

Project & Task Management:

  • Assist in project management by tracking progress, deadlines, and deliverables.
  • Conduct research and compile information for decision-making.

Communication & Liaison:

  • Act as a key point of contact between the executive and internal/external stakeholders.
  • Facilitate communication between departments, ensuring alignment on key initiatives.

Office & Process Management:

  • Oversee office operations and streamline administrative processes for efficiency.
  • Manage executive's expense reports, invoices, and procurement-related tasks.

Qualifications & Requirements:

  • Bachelor's degree in Business Administration, Communications, Hospitality Management, or a related field (preferred).
  • Proven experience as an Executive Assistant, Travel Coordinator, or Personal Assistant, preferably handling extensive travel and visa processes.
  • Strong knowledge of visa and immigration procedures for major international business destinations.
  • Background in hospitality, luxury travel, or corporate travel management is highly preferred.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and travel management tools.
  • Strong organizational and multitasking skills with high attention to detail.
  • Excellent written and verbal communication skills.
  • Ability to work independently, handle multiple priorities, and meet tight deadlines.
  • High level of discretion and confidentiality in handling sensitive business matters.

Preferred Skills:

  • Experience in [industry-specific knowledge if applicable].
  • Familiarity with travel booking platforms, visa application portals, and expense management systems.
  • Ability to navigate last-minute travel changes and handle crisis situations effectively.
  • Experience in handling executive travel for multinational corporations or high-profile individuals.

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