Job Description

This role is for one of the Weekday's clients
Min Experience: 6 years
Location: mumbai
JobType: full-time
We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership. The ideal candidate will have extensive experience managing complex calendars, coordinating travel arrangements, and ensuring seamless day-to-day operations for executives. This role requires exceptional attention to detail, discretion, and the ability to anticipate needs in a fast-paced environment.
Requirements
Key Responsibilities
1. Calendar Management

• Manage complex and dynamic executive calendars, ensuring optimal scheduling of meetings, appointments, and events.
• Prioritize and coordinate internal and external meetings, resolving scheduling conflicts efficiently.
• Prepare daily, weekly, and monthly agendas, ensuring the executive is well-prepared for each engagement.
• Coordinate meeting logistics, including venue booking, technology setup, and necessary materials.

2. Travel Management

• Plan and coordinate end-to-end domestic and international travel arrangements, including flight bookings, visa processing, accommodation, ground transportation, and itineraries.
• Anticipate and manage travel-related contingencies, ensuring minimal disruption to the executive's schedule.
• Track travel expenses, maintain documentation, and prepare reimbursement reports in compliance with company policies.

3. Communication and Coordination

• Act as the primary point of contact between the executive and internal/external stakeholders.
• Draft, review, and manage correspondence, presentations, and reports on behalf of the executive.
• Maintain confidentiality and handle sensitive information with the utmost discretion.
• Liaise with cross-functional teams to ensure follow-up on key action items and timely execution of priorities.

4. Operational and Administrative Support

• Manage daily administrative tasks, including filing, document management, and expense tracking.
• Support the preparation of board meetings, leadership reviews, and other strategic events.
• Maintain contact lists, organizational charts, and departmental databases.
• Assist with special projects and initiatives as assigned by the executive.

Key Skills and Competencies

• Travel Management Expertise: Proven ability to handle complex travel itineraries across multiple time zones and last-minute changes.
• Calendar Management Proficiency: Strong organizational skills with the ability to manage competing priorities efficiently.
• Communication Skills: Excellent written and verbal communication skills for professional interaction with senior stakeholders.
• Confidentiality and Discretion: Trusted to manage sensitive information with integrity.
• Time Management: Ability to work independently, manage deadlines, and handle multiple tasks under pressure.
• Technical Skills: Proficiency in MS Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace, and calendar management tools.

Qualifications

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• 6-10 years of experience supporting senior executives in a fast-paced corporate environment.
• Prior experience in managing C-level executive calendars and travel schedules is essential.

Skills Required