Job Description

Detailed Job Description – Executive Assistant (EA)

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Job Title: Executive Assistant – Senior Level

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Experience: 10+ Years

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Location: Hyderabad

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Employment Type: Full-Time

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Job Summary

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We are looking for a highly experienced, skilled, and proactive Executive Assistant (EA) with 10+ years of experience supporting senior executives, leadership teams, and high-level management.

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The ideal candidate will be responsible for providing high-level executive support, managing complex calendars and schedules, coordinating meetings and business activities, handling confidential information, preparing executive communications, and ensuring smooth day-to-day operations for senior leadership.

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The candidate should possess excellent communication, organizational, interpersonal, and stakeholder-management skills, with the ability to interact confidently with senior executives, business leaders, clients, and internal teams.

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Key Responsibilities

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1. Executive Support

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- Provide comprehensive administrative and executive support to senior executives, leadership teams, and high-level managers.

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- Act as a trusted point of contact between executives and internal/external stakeholders.

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- Manage day-to-day priorities and administrative activities on behalf of senior leadership.

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- Anticipate executive needs and proactively manage upcoming requirements.

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- Handle sensitive and confidential information with a high degree of professionalism and discretion.

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- Ensure executives are well-prepared for meetings, presentations, business reviews, and important engagements.

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1. Calendar & Schedule Management

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- Manage complex executive calendars, appointments, meetings, and commitments.

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- Coordinate multiple schedules across different teams, locations, and time zones.

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- Prioritize meetings based on business importance and executive priorities.

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- Resolve scheduling conflicts and make appropriate adjustments proactively.

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- Ensure executives have all required information, documents, and agendas before meetings.

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- Coordinate recurring leadership meetings, reviews, and business discussions.

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1. Meeting & Event Coordination

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- Schedule and coordinate high-level internal and external meetings.

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- Prepare meeting agendas, presentations, briefing documents, and supporting materials.

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- Coordinate meeting rooms, conference calls, video conferences, and other logistics.

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- Record and distribute meeting notes, action items, and follow-ups when required.

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- Track action items and ensure timely follow-up with relevant stakeholders.

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- Support leadership meetings, town halls, business reviews, workshops, and corporate events.

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1. Communication & Correspondence

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- Manage executive-level emails, correspondence, and communications.

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- Draft, review, and format professional emails, letters, presentations, reports, and other business documents.

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- Communicate effectively with senior management, clients, vendors, and other stakeholders.

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- Maintain a professional and appropriate tone in all executive communications.

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- Ensure important messages and requests are communicated to the appropriate stakeholders in a timely manner.

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1. Travel & Logistics Management

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- Coordinate domestic and international travel arrangements for senior executives.

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- Manage flight bookings, hotels, transportation, meeting schedules, and travel itineraries.

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- Prepare detailed travel plans and executive itineraries.

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- Coordinate travel changes, cancellations, and last-minute requirements.

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- Assist with travel-related documentation and expense management.

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- Ensure executives have all required information and arrangements for business travel.

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1. Leadership & Stakeholder Coordination

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- Work closely with VPs, Directors, Senior Managers, Business Heads, and other senior leadership.

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- Coordinate with multiple departments to facilitate executive priorities.

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- Build and maintain strong professional relationships across the organization.

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- Follow up with stakeholders on important deliverables and deadlines.

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- Handle interactions with senior stakeholders confidently and professionally.

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- Serve as a communication bridge between executives and their teams.

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1. Documentation & Reporting

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- Prepare executive reports, presentations, dashboards, meeting materials, and briefing documents.

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- Maintain confidential records and important business documentation.

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- Organize and maintain digital and physical files in a structured manner.

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- Track business priorities, action items, deadlines, and follow-ups.

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- Assist leadership with preparation for management reviews and business presentations.

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- Ensure documents and reports are accurate, professional, and delivered on time.

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1. Confidentiality & Professionalism

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- Maintain strict confidentiality regarding executive, employee, financial, business, and organizational information.

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- Exercise sound judgment when handling sensitive situations.

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- Understand the importance of discretion when dealing with senior management.

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- Ensure confidential documents and communications are appropriately handled and protected.

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- Represent the executive and organization with professionalism at all times.

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1. Administrative & Operational Support

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- Coordinate day-to-day administrative requirements for senior leadership.

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- Support expense management, invoices, approvals, and administrative documentation.

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- Coordinate with HR, Finance, IT, Facilities, Procurement, and other departments as required.

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- Assist with special projects and leadership initiatives.

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- Take ownership of ad-hoc executive requests and time-sensitive assignments.

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- Ensure administrative processes are completed accurately and within deadlines.

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Required Skills & Qualifications

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- 10+ years of proven experience as an Executive Assistant, Senior Executive Assistant, Executive Coordinator, or similar senior-level support role.

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- Robust experience supporting senior executives, Directors, VPs, Business Heads, or C-level leadership.

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- Proven ability to work with high-level managers and senior stakeholders.

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- Excellent verbal and written communication skills.

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- Strong professional etiquette and executive presence.

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- Exceptional organizational and time-management skills.

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- Ability to manage multiple priorities in a fast-paced environment.

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- Strong calendar and schedule management experience.

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- Experience coordinating complex meetings and executive-level events.

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- Strong proficiency in MS Office, particularly:

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- Microsoft Outlook

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- Microsoft Word

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- Microsoft Excel

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- Microsoft Power Point

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- Microsoft Teams

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- Excellent documentation and presentation skills.

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- Solid attention to detail and accuracy.

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- Ability to handle confidential and sensitive information.

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- Strong follow-up and coordination skills.

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- Ability to work independently with minimal supervision.

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Preferred Qualifications

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- Experience working in a large corporate, technology, financial services, consulting, or multinational organization.

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- Experience supporting multiple senior executives.

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- Experience coordinating with global teams and international stakeholders.

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- Experience working across different time zones.

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- Experience managing executive travel and international itineraries.

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- Familiarity with collaboration and productivity tools such as Teams, Zoom, Share Point, and similar platforms.

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- Experience supporting leadership meetings, board-level meetings, or business reviews is an advantage.

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Key Competencies

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Executive Presence: Ability to interact confidently and professionally with senior leadership.

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Communication: Excellent written and verbal communication with strong business etiquette.

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Organization: Ability to manage complex calendars, schedules, meetings, travel, and competing priorities.

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Discretion: High level of confidentiality and sound judgment when handling sensitive information.

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Proactiveness: Ability to anticipate requirements and take action without constant direction.

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Stakeholder Management: Ability to work effectively with senior executives, employees, clients, and external partners.

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Time Management: Ability to prioritize urgent and high-impact activities while meeting deadlines.

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Problem Solving: Ability to handle last-minute changes, scheduling conflicts, and unexpected executive requirements.

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Attention to Detail: High accuracy in documents, calendars, travel arrangements, communications, and executive deliverables.

📌 Executive Assistant (EA) (Hyderabad)
🏢 IntraEdge
📍 Hyderabad