{"id":3754276,"url":"https://alion.io/job/dexcare-administrative-assistant-executive","title":"Administrative Assistant, Executive","company":{"id":421,"name":"DexCare","domain":"dexcare.com","url":"https://alion.io/company/dexcare","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Lever","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Bengaluru, India"],"countries":["IN"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":null,"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-11-04T15:11:18Z","employer_posted_date":"2026-11-04","last_verified_at":"2026-11-09T22:18:49Z","board_verified":true,"closed_at":null,"days_open":5,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":5},"description":"About The Role\nDexCare 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.\nTwo traits define success in this role:\nMeticulous 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.\nRelentless 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.\nYou 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.\nWhat You’ll Do\nCalendar management\nManage calendars for multiple ELT members, scheduling and rescheduling internal meetings, customer calls, board-related sessions, and the weekly ELT meeting\nCoordinate 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\nReview 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\nConfirm external meetings 24 hours in advance and follow up on any unanswered invites or pending RSVPs \nPrepare meeting logistics: agendas, pre-reads, video links, and room bookings, and confirm materials are distributed on time \nTrack action items and owners from ELT meetings you support, and follow up until each item is closed \nSchedule and support ELT working sessions, offsites, and leadership visits to the Bangalore center \nTravel coordination\nBook and manage domestic and international travel for ELT members, including flights, hotels, ground transportation, and meals or event reservations \nBuild complete itineraries with confirmation numbers, addresses, contacts, and time-zone-adjusted times, and send them before travel \nVerify every booking against the traveler's preferences, meeting schedule, and DexCare travel policy before confirming \nCoordinate U.S.-India travel, including visa and invitation letter support, local transport, and on-site arrangements in Bangalore \nMonitor itineraries during travel and rebook quickly when flights change, are delayed, or are canceled \nFollow up after every trip to collect receipts, confirm refunds or credits on canceled bookings, and close out open items \nExpense reporting\nPrepare, submit, and track expense reports for ELT members in DexCare's expense system \nMatch every charge to a receipt, code it to the correct category and cost center, and add a clear business purpose \nCheck reports for accuracy, policy compliance, and duplicate charges before submission \nSubmit reports within [X] days of each trip or by month-end, whichever comes first \nFollow up with leaders on missing receipts and with Finance on rejected items, approvals, and reimbursements until each report is fully closed \nMaintain an expense tracker showing the status of every open report, and share a weekly update with each ELT member \nGeneral administrative support \nAct as a point of contact for ELT members, routing requests and following through to completion \nMaintain confidential documents, contact lists, and shared files\nSupport special projects and events as assigned\nWhat You’ll Bring\nExceptional attention to detail, demonstrated through a track record of accurate, error-free work on calendars, itineraries, and financial records \nDisciplined follow-up habits: you keep a running list of open items, set your own reminders, and close loops without being asked \n3+ years of administrative or executive support experience, ideally supporting senior leaders at a U.S.-based or global company \nProven experience managing multiple executive calendars across time zones \nHands-on experience booking international corporate travel \nExperience preparing expense reports in tools such as Concur, Expensify, or similar \nAdvanced proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint) \nExcellent written and spoken English, with clear, concise status updates \nStrong organization and the ability to manage competing priorities for several leaders at once \nSound judgment and discretion with confidential information \nWillingness to work a shift that overlaps U.S. Central Time business hours \nComfort using AI tools to work more efficiently\nBachelor's degree in business administration, communications, or a related field preferred\nWhat Success Looks Like\nZero missed or double-booked ELT meetings caused by scheduling errors\nEvery trip has a complete itinerary in the traveler's hands before departure\nExpense reports submitted on time with no rejections for missing receipts or miscoding\nNo open item you own goes more than two business days without an update\nELT members trust that once something is handed to you, it is handled","description_format":"text","description_chars":5180,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[{"language":"English","level":"All 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