Executive Assistant

3 days ago

bangalore, India Ample Full time

Location - Bangalore (Yehalanka) Work from office - 5 days a week. Role Overview The Executive Assistant (EA) to the CEO will serve as a strategic partner, providing high-level administrative, operational, and project management support. This role demands exceptional professionalism, discretion, communication skills, and the ability to anticipate the CEO’s needs. The EA will help drive organisational effectiveness by ensuring smooth coordination, prioritisation, and execution of the CEO’s commitments across internal and external stakeholders. Internal and External Communication Serve as the first point of contact for the CEO, managing communication with senior leaders, partners, and stakeholders. Draft, review, and refine emails, reports, presentations, and communication on behalf of the CEO. Effectively communicate the CEO's directives, decisions, and messages to relevant stakeholders, both internally and externally Assist in the preparation, review, and distribution of documents, reports, presentations, and other materials as needed. Ensure accuracy, completeness, and confidentiality of all documentation handled by the CEO's office Collaborate with other administrative staff and departments to ensure seamless communication and coordination of efforts Build and maintain positive relationships with internal department heads and leaders, external partners, important visitors, principals, and vendors on behalf of the CEO Administrative support Manage the CEO’s calendars, ensuring all appointments, meetings, and deadlines are properly scheduled and communicated Coordinate and schedule meetings, conferences, and travel arrangements for the CEO, including arranging accommodations, transportation, and necessary logistics Organize and prepare materials for meetings, including agendas, presentations, and follow up documentation. Ensure all necessary resources are available and that meetings run smoothly Arrange internal and external meetings, including booking venues, sending invites, and preparing necessary materials. Manage related expense claims and reimbursements. Project & Task Coordination Coordinate and support key cross-functional initiatives driven by the CEO’s office. Track progress, highlight delays, and support project execution as required. Assist with research, reports, and insights for strategic priorities. Confidentiality & Governance Handle confidential information with discretion and professionalism, ensuring sensitive data is protected at all times Maintain and organize electronic and physical files, ensuring all documents are properly labelled, archived, and easily accessible Qualification Desired : Graduate/ Post Graduate in Business Administration, Secretarial Studies, or related field. 8 to 10+ years of experience supporting C-level executives, preferably in a multinational or high-tech corporate environment. High level of discretion, integrity, and confidentiality. Strong analytical abilities, attention to detail, and sound judgment. Strong command of written and spoken English; additional languages a plus. Proficient in MS Office Suite, Outlook, Teams, and other collaboration tools. Experience coordinating international travel and complex scheduling. Able to manage multiple priorities while maintaining accuracy. Strong interpersonal skills and an executive presence. Trusted to handle sensitive and confidential matters. Zero tolerance for errors in scheduling, documentation, or communication. Able to work with urgency and adapt to shifting priorities.

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