Administrative Assistant, Executive

About The Role

DexCare is looking for an Administrative Assistant to support our Executive Leadership Team (ELT). You will own the logistics that keep our senior leaders focused and moving: calendars, travel, and expense reporting. You will work from our Bangalore office with a schedule that overlaps U.S. business hours, acting as a reliable, proactive partner to leaders across both locations.

Two traits define success in this role:

• Meticulous attention to detail. You catch the wrong time zone on an invite, the missing receipt, and the connecting flight that is too tight, before they become problems. Your work is right the first time.
• Relentless follow-up. Nothing you own goes quiet. You close every loop, confirm every change, chase every open item to completion, and tell leaders where things stand before they ask.

You will work closely with the COO's Executive Assistant in the U.S. to coordinate priorities and coverage, and you will handle confidential information with discretion.

What You’ll Do

Calendar management

• Manage calendars for multiple ELT members, scheduling and rescheduling internal meetings, customer calls, board-related sessions, and the weekly ELT meeting
• Coordinate across U.S. and India time zones; double-check every invite for correct time, time zone, attendees, dial-in, and location before it goes out
• Review each ELT member's calendar daily for the next 48 hours and weekly for the next two weeks, flagging conflicts, double bookings, and missing prep time
• Confirm external meetings 24 hours in advance and follow up on any unanswered invites or pending RSVPs
• Prepare meeting logistics: agendas, pre-reads, video links, and room bookings, and confirm materials are distributed on time
• Track action items and owners from ELT meetings you support, and follow up until each item is closed
• Schedule and support ELT working sessions, offsites, and leadership visits to the Bangalore center

Travel coordination

• Book and manage domestic and international travel for ELT members, including flights, hotels, ground transportation, and meals or event reservations
• Build complete itineraries with confirmation numbers, addresses, contacts, and time-zone-adjusted times, and send them before travel
• Verify every booking against the traveler's preferences, meeting schedule, and DexCare travel policy before confirming
• Coordinate U.S.-India travel, including visa and invitation letter support, local transport, and on-site arrangements in Bangalore
• Monitor itineraries during travel and rebook quickly when flights change, are delayed, or are canceled
• Follow up after every trip to collect receipts, confirm refunds or credits on canceled bookings, and close out open items

Expense reporting

• Prepare, submit, and track expense reports for ELT members in DexCare's expense system
• Match every charge to a receipt, code it to the correct category and cost center, and add a clear business purpose
• Check reports for accuracy, policy compliance, and duplicate charges before submission
• Submit reports within [X] days of each trip or by month-end, whichever comes first
• Follow up with leaders on missing receipts and with Finance on rejected items, approvals, and reimbursements until each report is fully closed
• Maintain an expense tracker showing the status of every open report, and share a weekly update with each ELT member
• General administrative support
• Act as a point of contact for ELT members, routing requests and following through to completion
• Maintain confidential documents, contact lists, and shared files
• Support special projects and events as assigned

What You’ll Bring

• Exceptional attention to detail, demonstrated through a track record of accurate, error-free work on calendars, itineraries, and financial records
• Disciplined follow-up habits: you keep a running list of open items, set your own reminders, and close loops without being asked
• 3+ years of administrative or executive support experience, ideally supporting senior leaders at a U.S.-based or global company
• Proven experience managing multiple executive calendars across time zones
• Hands-on experience booking international corporate travel
• Experience preparing expense reports in tools such as Concur, Expensify, or similar
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint)
• Excellent written and spoken English, with clear, concise status updates
• Strong organization and the ability to manage competing priorities for several leaders at once
• Sound judgment and discretion with confidential information
• Willingness to work a shift that overlaps U.S. Central Time business hours
• Comfort using AI tools to work more efficiently
• Bachelor's degree in business administration, communications, or a related field preferred

What Success Looks Like

• Zero missed or double-booked ELT meetings caused by scheduling errors
• Every trip has a complete itinerary in the traveler's hands before departure
• Expense reports submitted on time with no rejections for missing receipts or miscoding
• No open item you own goes more than two business days without an update
• ELT members trust that once something is handed to you, it is handled