Executive Assistant

3 days ago

Bengaluru, Karnataka, India Weekday AI (YC W21) Full time ₹ 9,00,000 - ₹ 12,00,000 per year

This role is for one of the Weekday's clients
Min Experience: 2 years

Location: Bengaluru

JobType: full-time

We are seeking a highly organized and proactive
Executive Assistant
to provide comprehensive administrative and operational support to senior leadership. This role demands exceptional multitasking abilities, strong communication skills, and a high level of discretion when handling sensitive information. The ideal candidate will have prior experience supporting executives and managing a wide range of administrative functions, from complex calendar scheduling and travel management to office administration and meeting coordination.

This is a critical role that enables leadership to focus on strategic priorities while ensuring smooth day-to-day operations.

Requirements
*Key Responsibilities:*

  • Executive Calendar Management:
  • Manage complex executive calendars, ensuring effective prioritization of appointments, meetings, and events.
  • Coordinate with internal teams, clients, and external stakeholders to schedule meetings without conflicts.
  • Anticipate scheduling needs and proactively adjust for last-minute changes.
  • Provide reminders and prepare executives with agendas, notes, and briefing materials prior to meetings.
  • Travel Management:
  • Organize domestic and international travel, including flights, accommodations, visas, ground transportation, and itineraries.
  • Ensure cost-effective travel arrangements aligned with company policies.
  • Anticipate and resolve travel-related challenges, rescheduling promptly when required.
  • Prepare detailed travel packs with itineraries, documents, and contact information.
  • Office Administration:
  • Oversee daily office operations, ensuring smooth functioning of administrative processes.
  • Coordinate office supplies procurement, vendor management, and basic facility management needs.
  • Assist in organizing company events, workshops, and team activities.
  • Act as the first point of contact for internal and external stakeholders, ensuring professional communication and correspondence.
  • Meeting Coordination & MOM (Minutes of Meeting):
  • Organize, prepare, and coordinate meetings, including logistics, documentation, and agenda distribution.
  • Accurately record and distribute Minutes of Meeting (MOM), capturing action points, responsibilities, and deadlines.
  • Follow up on action items to ensure timely execution and accountability.
  • Support executives in preparing presentations, reports, and meeting materials.

*Skills & Competencies:*

  • Proven experience in executive calendar and travel management.
  • Strong organizational and time management skills with the ability to manage multiple priorities.
  • Excellent written and verbal communication skills.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools.
  • Ability to draft, proofread, and format professional documents.
  • Strong interpersonal skills and the ability to work with diverse teams and stakeholders.
  • High degree of confidentiality, discretion, and professionalism.
  • Problem-solving mindset with a proactive and adaptable approach.

*Qualifications & Experience:*

  • Bachelor's degree in Business Administration, Management, or a related field (preferred).
  • 2-7 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.
  • Experience in supporting senior executives or leadership teams in fast-paced environments.

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