Executive Assistant

Job Description: Executive Assistant / Personal Secretary

Location: Bangalore
Work Mode: Work from Office (WFO)
Working Days: 5 Days a Week
Experience: 4+ Years

Job Summary

We are looking for an experienced and highly organized Executive Assistant / Personal Secretary with 4+ years of experience in executive support, calendar management, travel arrangements, visa renewals, event management, and administrative coordination. The ideal candidate should have excellent communication and organizational skills, strong attention to detail, and the ability to handle confidential information while managing multiple priorities efficiently.

Key Responsibilities

• Calendar & Schedule Management: Manage executive calendars, schedule meetings, coordinate appointments, and ensure timely reminders and follow-ups.
• Travel Arrangements: Plan and coordinate domestic and international travel, including flight bookings, hotel reservations, ground transportation, and complete travel itineraries.
• Visa & Documentation Management: Coordinate visa applications, renewals, passport documentation, and other travel-related formalities, ensuring timely processing and compliance with requirements.
• Personal Secretary Responsibilities: Provide end-to-end secretarial and administrative support to senior management, handling correspondence, calls, appointments, and confidential documents.
• Event Management: Organize and coordinate corporate events, business meetings, conferences, team activities, and leadership engagements, including venue booking, vendor coordination, logistics, and budget tracking.
• Meeting Coordination: Prepare meeting agendas, maintain minutes of meetings, track action items, and follow up with relevant stakeholders.
• Excel & Reporting: Maintain records, prepare reports, manage trackers, and organize data using Microsoft Excel, including sorting, filtering, formulas, and PivotTables.
• Administrative Coordination: Liaise with internal teams, external vendors, hotels, travel agencies, and other stakeholders to ensure smooth operations.
• Expense Management: Track travel expenses, maintain bills and invoices, and assist with expense claims and reimbursements.
• Confidentiality: Handle sensitive business and personal information with discretion and professionalism.

Required Skills & Qualifications

• Minimum 4+ years of experience as an Executive Assistant, Personal Secretary, Executive Secretary, or in a similar administrative support role.
• Proven experience in calendar management and executive scheduling.
• Hands-on experience in domestic and international travel arrangements.
• Experience coordinating visa applications, renewals, and travel documentation.
• Strong event management and vendor coordination skills.
• Proficiency in Microsoft Excel, MS Word, Outlook, and PowerPoint.
• Excellent verbal and written communication skills.
• Strong organizational, multitasking, and time-management abilities.
• Ability to prioritize tasks, work independently, and manage changing schedules.
• High level of professionalism, discretion, and attention to detail.