Executive Assistant

About the Role

We are looking for a meticulous, proactive, and highly organized Executive Assistant cum Project Coordinator to offer full administrative, coordination, and operational support to the Senior Vice President. The role involves managing the executive's calendar, organizing domestic and international travel, overseeing expense claims, coordinating meetings, tracking project progress, and ensuring smooth daily operations. Strong communication, discretion, and multitasking skills are essential for thriving in this fast-paced role located in Andheri East, Mumbai.

Responsibilities

• Efficiently manage the Senior Vice President's schedule, including arranging meetings, appointments, and events to optimize time usage.
• Prioritize and coordinate daily activities to ensure all commitments are executed effectively.
• Serve as the primary liaison for both internal and external stakeholders on behalf of the executive.
• Prepare agendas, presentations, reports, and other documents as needed for meetings.
• Ensure strict confidentiality when handling sensitive business information.
• Support planning, monitoring, and coordination of projects and initiatives.
• Follow up with teams and stakeholders to guarantee timely completion of project tasks and deliverables.
• Maintain detailed project trackers, status updates, action items, and deadlines.
• Organize meetings, reviews, and follow-ups related to project progress.
• Promptly escalate any delays, risks, or dependencies to the executive.
• Assist in developing project summaries, reports, and presentations.
• Coordinate and plan domestic and international travel, including flight bookings, visa arrangements, hotel reservations, transfers, and local transport.
• Create detailed travel itineraries and communicate logistics clearly in advance.
• Manage last-minute travel changes or issues efficiently and effectively.
• Prepare, verify, and submit travel and business expense claims with accurate documentation.
• Maintain organized records of bills, invoices, and funding approvals for reimbursements.
• Collaborate with Finance to ensure prompt processing of expenses and payments.
• Schedule meetings across various time zones and organize all necessary facilities such as rooms and video conferencing tools.
• Coordinate executive visits, leadership meetings, project reviews, and offsite events as required.
• Document meeting minutes and monitor action items when applicable.
• Manage day-to-day administrative tasks, correspondence, vendor bookings, and reservations.
• Facilitate communication between departments to promote smooth workflows and timely task completion.
• Keep digital and physical records organized and up to date.
• Track follow-ups, deadlines, and outstanding action items for the executive to ensure nothing is missed.

Eligibility and Qualifications

• A bachelor's degree in Business Administration, Management, or a related discipline is required.
• Between 3 to 6 years of professional experience in a similar role such as Project Coordinator or Executive Assistant, ideally supporting senior executives.
• Excellent organizational, planning, multitasking, and coordination skills.
• Strong verbal and written communication capabilities.
• High standards of professionalism, integrity, and confidentiality.
• Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Preferred experience with travel booking systems, expense management platforms, and project tracking software.

Required Skills

• Calendar and time management
• Project coordination and monitoring
• Travel arrangement and itinerary preparation
• Flight and hotel booking management
• Expense reporting and reimbursement handling
• Meeting and event coordination
• Administrative and operational support
• Stakeholder communication and management
• Problem-solving and attention to detail
• Multitasking efficiently under pressure
• Maintaining confidentiality and professionalism