Executive Assistant

Bangalore, Karnataka
Permanent
Full-time

16 days ago
Apply easily

This role is for one of the Weekday's clientsMin Experience: 2 yearsLocation: BengaluruJobType: full-timeWe 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.RequirementsKey Responsibilities:1. 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.

2. 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.

3. 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.

4. 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.

Weekday AI