Senior Executive Administrative Assistant

5 days ago

Bengaluru, Karnataka, India Finteger Global Full time
The

Senior Executive Assistant (EA)

will provide high-level administrative, handling administrative, secretarial, travel, procurement, and executive support to the Senior members of the team. This position requires a highly organized and detail-oriented professional capable of managing executive schedules, overseeing procurement-related processes, coordinating travel and events, and ensuring the seamless execution of administrative functions. The EA must be proactive, able to work independently, and demonstrate the highest levels of discretion and professionalism in handling sensitive information.

KEY RESPONSIBILITIES:

1. Executive & Administrative Support
·

Serve as a primary point of contact for the senior members, managing incoming emails and correspondences, along with documentation while ensuring timely and appropriate responses and closures (as applicable).
·

Prepare and review correspondence, reports, and presentations, ensuring accuracy and alignment with Company standards.
·

Maintain confidential records, organize document filing systems, and ensure easy retrieval of key information.
·

Manage incoming documents for signature via DocuSign, verifying accuracy and ensuring the correct entity is used.
·

Coordinate with internal teams and external stakeholders to facilitate seamless communication and workflow.
·

Arrange and coordinate internal meetings, including preparing agendas, recording meeting minutes, and tracking follow-up actions.
·

Provide backup support to other executive assistants and administrative staff when required.

2. Procurement & Financial Coordination
·

Liaise with Procurement to facilitate the procurement process, ensuring timely registration of vendors and the execution of RFPs and approved contracts.
·

Prepare and submit Purchase Requisitions (PRs) and Purchase Orders (POs) related to operational expenses and client invoicing while ensuring timely processing and compliance with procurement policies.
·

Monitor procurement workflows and follow up with relevant departments to track approvals and ensure smooth execution.
·

Assist in reconciling financial transactions, verifying credit card statements, and ensuring the timely processing of payments.

3. Travel & Logistics Management
·

Arrange end-to-end travel logistics, including visa applications, flight bookings, accommodations, ground transportation, and meeting venues.
·

Proactively adjust itineraries and rebook travel arrangements in response to last-minute changes.
·

Collaborate with other departments to ensure coordinated travel for executives traveling together.
·

Review and upload travel-related expenses, ensuring accurate and timely submission.

4. Functional & Event Coordination
·

Plan and organize departmental events, working closely with internal teams to ensure smooth execution.
·

Register senior executives for relevant conferences and seminars, handling all logistical arrangements.
·

Support visiting team members from other offices by coordinating workspace, schedules, and administrative support.

5. EA-Specific Support
·

Manage the Department head's calendar, scheduling and prioritizing meetings to optimize time efficiency.
·

Assist in the preparation of PowerPoint presentations, Excel reports, and business trackers, ensuring data accuracy and clarity.
·

Handle document authentication and legalization by coordinating with the Legal Department, as needed.
·

Act as the central point of contact for document handling (internal and external), including conversion, formatting, printing, and scanning.
·

Oversee the submission and tracking of documents requiring Department Head's review and execution.

Perform other ad-hoc tasks and administrative duties as assigned by the Department Heads.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications
·

Completion of Secondary School with a secretarial certification.
·

Bachelor's Degree is highly preferred.

Minimum Experience
·

8-10 years of overall experience with 3-5 years as high level executive assistant supporting Senior Executives.

Job-Specific Skills
·

Strong proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint, Word) and enterprise systems such as SAP, Oracle, or equivalent procurement/finance platforms.
·

Experience managing procurement processes, vendor interactions, and financial transactions.
·

Ability to multitask, work independently, and adapt to shifting priorities in a remote setting.
·

High level of professionalism, discretion, and confidentiality.
·

Excellent written and verbal communication skills in English
·

Strong attention to detail, problem-solving skills, and discretion in handling confidential information.
·

Strong interpersonal skills with a collaborative and team-oriented mindset to effectively engage with internal teams, senior executives, and external vendors.
·

Ability to take initiative and anticipate the needs of Management.

COMPETENCIES:
·

Attention to Detail
·

Time Management
·

Problem-Solving & Critical Thinking
·

Proactive & Self-Motivated
·

Stakeholder Management
·

Adaptability & Resilience

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