Executive Assistant

This role is for one of Weekday’s clients

Min Experience: 2+ years

Location: Bengaluru, Karnataka, India

JobType: full-time

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to senior leadership. The ideal candidate will be responsible for managing executive schedules, coordinating meetings, handling travel arrangements, and ensuring that day-to-day priorities are organized and executed efficiently.

The role requires excellent communication, strong time-management skills, discretion, and the ability to manage multiple priorities in a fast-paced environment. The Executive Assistant will act as a key point of coordination between the executive, internal teams, clients, partners, and external stakeholders.

Requirements

Experience

2 - 4 years of relevant experience as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar administrative coordination role.

Must-Have Skills

Executive Calendar Management

• Manage and maintain the executive's daily, weekly, and monthly calendar.
• Prioritize appointments and ensure schedules are aligned with business priorities.
• Coordinate internal and external meetings while managing conflicting commitments.
• Proactively identify scheduling requirements, changes, and potential conflicts.
• Maintain accurate records of appointments, deadlines, and important events.

Meeting Scheduling & Coordination

• Schedule and coordinate meetings across multiple stakeholders and time zones.
• Prepare meeting agendas, briefing documents, presentations, and other required materials.
• Send meeting invitations, track confirmations, and coordinate meeting logistics.
• Ensure executives are adequately prepared with relevant information before important meetings.
• Record and track action items, follow-ups, and commitments arising from meetings.

Travel Management

• Plan and coordinate domestic and international business travel, including flights, hotels, transportation, and itineraries.
• Manage travel schedules and ensure all arrangements are aligned with executive preferences and business requirements.
• Handle changes, cancellations, and last-minute travel requirements efficiently.
• Maintain detailed travel itineraries and provide timely updates to the executive.
• Coordinate travel-related documentation and expense records where required.

Key Responsibilities

• Provide day-to-day administrative and organizational support to senior leadership.
• Manage confidential information and sensitive business communications with discretion.
• Coordinate communication between executives and internal or external stakeholders.
• Draft, format, and proofread emails, presentations, reports, and other business documents.
• Track important deadlines, follow-ups, approvals, and pending actions.
• Assist with preparation for leadership meetings, reviews, conferences, and business events.
• Maintain organized digital and physical records and ensure important documents are easily accessible.
• Coordinate with departments such as HR, Finance, Operations, Sales, and Administration as required.
• Handle ad-hoc executive requirements and time-sensitive assignments with professionalism.
• Anticipate the executive's requirements and proactively resolve routine administrative issues.

Required Qualifications & Competencies

• Bachelor's degree in Business Administration, Management, Communications, or a related field preferred.
• 2-4 years of experience in an Executive Assistant or similar role.
• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High attention to detail and strong follow-through.
• Proficiency in Microsoft Office or Google Workspace, including Calendar, Docs, Sheets, and Slides.
• Ability to handle confidential information professionally.
• Strong interpersonal skills with the ability to interact with senior executives and diverse stakeholders.
• Ability to work independently, prioritize effectively, and remain calm under tight deadlines.