Executive Administrative Assistant

3 weeks ago

Bengaluru, Karnataka, India Invonel Labs Full time

Experience: 4–6 Years

Location: Muscat, Oman (On-site)

Employment Type: Full-time

Job Summary

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to senior leadership. The ideal candidate will have 4–6 years of proven experience in managing executive schedules, coordinating meetings, handling confidential information, and ensuring smooth day-to-day operations. This role requires excellent communication skills, attention to detail, and the ability to work independently in a fast-paced environment.

Key Responsibilities

Executive Support

  • Manage calendars, schedule meetings, and coordinate travel and logistics.
  • Prepare presentations, reports, and correspondence for executive review.
  • Screen calls, emails, and other communications, prioritizing and responding where appropriate.
  • Handle confidential documents with discretion and professionalism.

Operations & Coordination

  • Organize internal and external meetings, events, and conferences.
  • Maintain records, files, and documentation for quick retrieval.
  • Liaise with internal teams, clients, and external stakeholders on behalf of leadership.
  • Track deliverables and follow up on pending actions to ensure deadlines are met.

Administrative Excellence

  • Support budgeting, expense management, and reimbursement processes.
  • Prepare agendas, minutes of meetings, and action trackers.
  • Ensure smooth coordination between leadership and cross-functional teams.
  • Identify process improvements to enhance efficiency in daily operations.

Qualifications & Skills

  • Bachelor's degree in Business Administration or related field.
  • 4–6 years of experience as an Executive Assistant, Personal Assistant, or in a similar role.
  • Strong organizational, time management, and multitasking skills.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with productivity tools (e.g., MS Teams, Zoom, project trackers).
  • Excellent written and verbal communication.
  • High level of integrity, professionalism, and ability to handle confidential information.

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