Personal/ Executive Assistant

3 days ago

Bengaluru, Karnataka, India Gemba Concepts Full time ₹ 9,00,000 - ₹ 12,00,000 per year

Role Overview:

We are seeking a highly organized and proactive Personal / Executive Assistant to support our Director and leadership team. The ideal candidate will be responsible for managing the Directors calendar, coordinating travel arrangements, handling the travel desk for other executives, preparing Minutes of Meetings (MoM), and ensuring smooth day-to-day support in administrative and operational tasks. This role requires excellent communication skills, attention to detail, and the ability to multitask effectively in a fast-paced environment.

Key Responsibilities

  • Calendar & Scheduling

  • Manage and maintain the Director's calendar, scheduling meetings, appointments, and events.

  • Coordinate internal and external meetings, ensuring all logistics are arranged.

  • Travel Management

  • Plan, organize, and manage travel itineraries (domestic & international) for the Director.

  • Handle the travel desk for other executives, including flight bookings, hotel arrangements, and ground transportation.

  • Ensure cost-effective and timely travel planning in line with company policies.

  • Meetings & Documentation

  • Attend meetings with / on behalf of the Director.

  • Prepare, circulate, and maintain accurate Minutes of Meeting (MoM) and follow-up action trackers.

  • Draft, review, and manage correspondence, reports, and presentations.

  • Administrative & Coordination Support

  • Act as the point of contact between the Director and internal/external stakeholders.

  • Track deadlines, reminders, and follow-ups to ensure timely execution of tasks.

  • Maintain confidentiality of sensitive information.

  • Operational Support

  • Assist in organizing corporate events, conferences, and leadership meetings.

  • Prepare expense reports and support reimbursement processes.
  • Support with documentation, filing, and maintaining records.

Requirements

  • Bachelor's degree in Business Administration / Management or related field.
  • 1–2 years of experience as a Personal Assistant / Executive Assistant / Travel Coordinator.
  • Excellent verbal and written communication skills.
  • Strong organizational and time-management skills with the ability to multitask.
  • Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
  • Ability to prepare clear, concise, and structured Minutes of Meeting (MoM).
  • Ability to maintain confidentiality and handle sensitive information.
  • Strong interpersonal skills with a professional and approachable demeanor.

Why Join Us

  • Opportunity to work closely with senior leadership.
  • Exposure to travel, event management, and executive-level coordination.
  • Growth-oriented role with scope to take on additional responsibilities.

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