Executive Assistant

Position- Senior Executive Assistant

Work Mode- Onsite

Executive Support & Calendar Management

• Proactively manage and optimize the Senior Director calendar, including scheduling of internal and external meetings, board sessions, and travel itineraries across multiple time zones

• Act as the primary point of contact between the executive office and internal/external stakeholders

• Prepare, review, and coordinate executive briefings, reports, presentations, and correspondence

• Draft, proofread, and distribute executive communications on behalf of senior leadership

Administrative Operations

• Coordinate and manage end-to-end logistics for meetings, offsites, conferences, and corporate events

• Handle complex domestic and international travel arrangements including flights, hotels, visas, and ground transportation

• Process and reconcile executive expense reports in compliance with company policies

• Maintain organized filing systems (digital and physical) ensuring confidential documents are handled appropriately

Project & Cross-Functional Coordination

• Track and follow up on action items, decisions, and deliverables from executive meetings

• Liaise with department heads and global teams to facilitate information flow and ensure timely execution of priorities

• Support the coordination of strategic initiatives, business reviews, and cross-departmental projects

• Prepare and distribute meeting materials, agendas, and minutes for leadership team meetings and board sessions

Communication & Stakeholder Management

• Serve as a professional representative of the executive office in interactions with clients, partners, and internal teams

• Manage and triage incoming communications, ensuring prompt and appropriate responses

• Coordinate with global counterparts across the organization

Compliance & Confidentiality

• Handle all sensitive and confidential information with the utmost discretion and professionalism

Qualifications & Requirements

Education

• Bachelor's degree in Business Administration, Management, or a related field (required)

• Secretarial / Executive Administration certification is an advantage

Experience

• Minimum 5 years of experience in an executive administrative role, preferably within a multinational corporate environment

• Demonstrated experience supporting C-Suite or Senior Management level executives

• Proven track record of managing complex calendars and high-volume communications

Skills & Competencies

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams)

• Excellent verbal and written communication skills

• Exceptional organizational and time-management skills with the ability to manage multiple priorities simultaneously

• High emotional intelligence, tact, and professionalism in all stakeholder interactions

• Strong analytical and problem-solving abilities; proactive and solution-oriented mindset

• Ability to work independently, take initiative, and adapt to changing priorities in a dynamic environment