Executive Assistant

Project Coordinator cum Executive Assistant

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative, coordination, and operational support to the Senior Vice President. The ideal candidate will be responsible for managing the executive's calendar, coordinating domestic and international travel, handling expense reimbursements, organizing meetings, and ensuring seamless day-to-day operations. This role requires exceptional communication skills, discretion, strong coordination abilities, and the ability to manage multiple priorities in a fast-paced environment.

Job location - Andheri East, Mumbai

Key Responsibilities

Executive Support

• Manage the Senior Vice President's calendar, including scheduling meetings, appointments, and events while ensuring optimal time management.
• Prioritize and coordinate daily activities, ensuring all commitments are effectively planned and executed.
• Act as the primary point of contact for internal and external stakeholders on behalf of the executive.
• Prepare meeting agendas, presentations, reports, and other documents as required.
• Maintain confidentiality while handling sensitive business information.

Travel & Logistics Management

• Plan and coordinate domestic and international travel, including flight bookings, visa coordination (if applicable), hotel reservations, airport transfers, and local transportation.
• Prepare detailed travel itineraries, ensuring all logistics are organized and communicated in advance.
• Manage travel-related changes and resolve any last-minute issues efficiently.

Expense & Reimbursements

• Prepare, verify, and submit travel and business expense claims.
• Maintain records of bills, invoices, and supporting documentation for reimbursements.
• Coordinate with Finance to ensure timely processing of reimbursements and payments.

Meeting & Event Coordination

• Schedule internal and external meetings across multiple time zones.
• Arrange meeting rooms, video conferencing facilities, and other logistical requirements.
• Coordinate executive visits, leadership meetings, project reviews, and offsite events as needed.
• Record meeting minutes and track action items when required.

Administrative & Coordination

• Handle day-to-day administrative activities and correspondence.
• Coordinate with various departments to facilitate smooth communication and timely completion of tasks.
• Manage vendor bookings, reservations, and other administrative requirements.
• Organize and maintain digital and physical records.
• Track follow-ups, deadlines, and pending action items for the executive.

Required Qualifications

• Bachelor's degree in Business Administration, Management, or a related field.
• 3–6 years of experience as a Project Coordinator, Executive Assistant, or in a similar administrative and coordination role, preferably supporting senior leadership.
• Excellent organizational, planning, multitasking, and coordination abilities.
• Strong verbal and written communication skills.
• High level of professionalism, integrity, and confidentiality.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace.
• Experience with travel booking platforms, expense management tools, and project tracking tools is preferred.

Key Skills

• Calendar Management
• Travel Planning & Itinerary Management
• Flight & Hotel Bookings
• Expense Management & Reimbursements
• Meeting Coordination
• Administrative Support
• Stakeholder Management
• Time Management
• Attention to Detail
• Problem Solving
• Communication & Interpersonal Skills
• Confidentiality & Professionalism
• Multitasking in a Fast-Paced Environment