Administrative Assistant

3 weeks ago

Ahmedabad, Gujarat, India Impact TechLab Full time

Location: Ahmedabad, Gujarat (Work from Ahmedabad Office)

Department: Executive Support for USA Team

Reports to: CEO & CFO/COO

Role Overview

We are looking for a highly organized and proactive Virtual Administrative Assistant to provide dedicated support to our executive leadership team in the USA. This position is based in our Ahmedabad office and will primarily focus on managing daily administrative tasks, handling communications, and coordinating activities - enabling the leadership team to concentrate on strategic priorities and business growt

Key Responsibilities

· Manage calendars, appointments, and scheduling for CEO & CFO/COO across time zones.

· Coordinate communication between teams in India and the U.S. office.

· Prepare reports, presentations, and meeting notes as required.

· Handle email correspondence, follow-ups, and reminders.

· Organize and maintain digital files, documents, and records.

· Assist in travel planning, bookings, and itineraries for both personal and business travel.

· Track tasks, deadlines, and ensure timely execution of action items.

· Support in managing vendor communications and basic HR/admin tasks.

· Make outbound calls to U.S. numbers through our VOIP system to vendors, partners, or service providers to fulfill administrative responsibilities.

· Assist with social media or internal communication posts if needed.

Qualifications

· Bachelor's degree preferred (Business, Administration, or related field).

· Minimum 2 years of experience in an administrative or executive assistant role.

· Strong written and verbal communication skills in English.

· Proficiency in MS Office/Google Workspace (Docs, Sheets, Slides, Calendar, Gmail).

· High attention to detail and ability to multitask.

· Strong organizational and problem-solving skills.

· Willingness to work flexible hours to align with U.S. time zones (early morning/late evening coordination as needed).

Preferred Skills

· Experience supporting executives in global companies.

· Familiarity with project management tools (Asana, Trello, or similar).

· Ability to handle sensitive information with discretion.

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