Executive Administrator

4 days ago

Bengaluru, Karnataka, India Visa Inc. Full time ₹ 9,00,000 - ₹ 12,00,000 per year
Job Description

We are seeking a highly organized and proactive Executive Assistant to support the VP of Global Finance Shared Services and the Finance team in Bengaluru. The ideal candidate will be a detail-oriented professional with exceptional communication skills and a strong ability to manage multiple tasks efficiently. This role is critical to ensuring seamless operations and supporting the VP in achieving strategic goals.

Key Responsibilities: Scheduling and Calendar Management:
  • Coordinate and manage the VPs calendar, including scheduling meetings, appointments, and travel arrangements.
  • Ensure the VP is well prepared for meetings with necessary materials and information.
  • Handle and prioritize all incoming meeting requests and adapt to changes as needed.
Team Communication:
  • Serve as a central point of contact for internal and external communications on behalf of the VP.
  • Maintain communications process documentation, distribution lists, assets library and message archives in accordance with records management requirements.
  • Draft, proofread, and manage correspondence, reports, and presentations.
  • Facilitate clear and effective communication within the team and across departments.
Travel Coordination & Expense Management:
  • Arrange domestic and international travel logistics, including flights, accommodations, transportation, and itineraries for the Finance team.
  • Prepare travel documents, ensuring travel arrangements adhere to company policies.
  • Address any travel-related issues or changes promptly.
  • Prepare, submit, and manage expense reports for the VP, ensuring timely processing and reimbursement of expenses.
Event Planning:
  • Plan and organize team events, meetings, on-site/off site activities, and other company functions.
  • Coordinate logistics, including venue selection, catering, audiovisual equipment, and attendee management.
  • Ensure events run smoothly and efficiently.
Team Building:
  • Assist in organizing team-building activities and initiatives to foster a positive and collaborative work environment.
  • Manage team recognition programs and assist in planning team celebrations and milestones.
Operational Support:
  • Provide general administrative support, including data entry, and record keeping.
  • Assist with the preparation of reports, presentations, and other documentation.
  • Assist the broader Finance team on an as needed basis and coordinate across other teams for back-up coverage as needed.
  • Handle special projects and assignments as directed by the VP.

This is a hybrid position. Expectation of days in office will be confirmed by your Hiring Manager.

Locations - Job Location: Bangalore, INDIA

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