Executive Assistant

Responsibilities
Calendar and communication
Manage and maintain both Directors’ calendars, including scheduling meetings and appointments. Resolve clashes between their schedules and flag conflicts early.
Act as the first point of contact for internal and external communications on behalf of the Directors.
Prepare and edit correspondence, reports, presentations and other documents as needed.
Travel, visas and international bookings
Plan and book domestic and international travel: flights, hotels, ground transport, travel insurance and forex.
Handle end-to-end visa processing for both Directors and, when required, other team members. This covers documentation, applications, appointments, follow-up and tracking passport and visa validity.
Prepare detailed itineraries with confirmations, contacts and contingency plans. Manage rebookings and cancellations.
Maintain a travel database: passports, visas, frequent-flyer numbers, preferences and preferred vendors.
Exhibitions and events
Coordinate exhibitions end to end: stall booking, booth design and vendor coordination, logistics and shipping, team travel and accommodation, pre-event meeting scheduling, on-ground support and post-event follow-up.
Maintain exhibition calendars, budgets and checklists. Track vendor payments and invoices.
Assist in preparing for meetings, conferences and events.
Meetings and office support
Coordinate and support meetings: prepare agendas, take minutes and follow up on action items.
Liaise with internal departments and external stakeholders, including clients, vendors, airlines and consulates, for seamless communication.
Manage special projects and conduct research as directed by either Director.
Organise and maintain physical and digital filing systems.
Manage expense claims, reimbursements, bill payments and basic personal errands where required
Maintain strict confidentiality of sensitive business, financial and personal information.
Requirements:
4+ years as an executive assistant or in a similar role. Experience supporting two or more senior leaders is preferred.
Proven experience handling visas and international bookings.
Experience coordinating exhibitions or trade shows end to end.
Exceptional organisational and time-management skills
Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook), virtual platforms (Zoom, MS Teams) and Google Workspace. Familiarity with online booking portals and visa application portals.
Ability to work independently with minimal supervision and adapt to changing priorities.
High level of discretion and professionalism.
Strong problem-solving abilities and attention to detail.
Proficient in English, verbal and written. Knowledge of Hindi or other relevant languages is an advantage.
Willing to travel occasionally for exhibitions or events and to work extended hours or weekends during exhibition periods.
Qualification
Bachelor’s degree preferred. Additional qualifications in office administration are a plus.

Work arrangement
No