Executive Assistant

This role is for one of the Weekday's clients

Min Experience: 2 years

Location: Bengaluru

JobType: full-time

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative and operational support to senior leadership. This role demands exceptional multitasking abilities, strong communication skills, and a high level of discretion when handling sensitive information. The ideal candidate will have prior experience supporting executives and managing a wide range of administrative functions, from complex calendar scheduling and travel management to office administration and meeting coordination.

This is a critical role that enables leadership to focus on strategic priorities while ensuring smooth day-to-day operations.

Key Responsibilities:

1. Executive Calendar Management:

• Manage complex executive calendars, ensuring effective prioritization of appointments, meetings, and events.
• Coordinate with internal teams, clients, and external stakeholders to schedule meetings without conflicts.
• Anticipate scheduling needs and proactively adjust for last-minute changes.
• Provide reminders and prepare executives with agendas, notes, and briefing materials prior to meetings.

2. Travel Management:

• Organize domestic and international travel, including flights, accommodations, visas, ground transportation, and itineraries.
• Ensure cost-effective travel arrangements aligned with company policies.
• Anticipate and resolve travel-related challenges, rescheduling promptly when required.
• Prepare detailed travel packs with itineraries, documents, and contact information.

3. Office Administration:

• Oversee daily office operations, ensuring smooth functioning of administrative processes.
• Coordinate office supplies procurement, vendor management, and basic facility management needs.
• Assist in organizing company events, workshops, and team activities.
• Act as the first point of contact for internal and external stakeholders, ensuring professional communication and correspondence.

4. Meeting Coordination & MOM (Minutes of Meeting):

• Organize, prepare, and coordinate meetings, including logistics, documentation, and agenda distribution.
• Accurately record and distribute Minutes of Meeting (MOM), capturing action points, responsibilities, and deadlines.
• Follow up on action items to ensure timely execution and accountability.
• Support executives in preparing presentations, reports, and meeting materials.

Skills & Competencies:

• Proven experience in executive calendar and travel management.
• Strong organizational and time management skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with scheduling tools.
• Ability to draft, proofread, and format professional documents.
• Strong interpersonal skills and the ability to work with diverse teams and stakeholders.
• High degree of confidentiality, discretion, and professionalism.
• Problem-solving mindset with a proactive and adaptable approach.

Qualifications & Experience:

• Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• 2–7 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar administrative role.
• Experience in supporting senior executives or leadership teams in fast-paced environments.