Job Summary

As a Virtual Executive Assistant at Analyst level, you will independently manage routine administrative support for assigned professionals and ensure smooth day-to-day execution of calendar, meeting, travel, expense, and query management activities. This role requires ownership of assigned work, timely communication, accuracy, responsiveness, and the ability to manage recurring priorities with minimal supervision. The Analyst is expected to deliver reliable support while contributing to team coordination and process consistency.

Responsibilities

· Independently manage Outlook calendars for assigned professionals, including internal and external meeting, independent management of complex calendars across multiple time zones, including conflict resolution and prioritization

· Provide quick availability to other EAs and proactively resolve routine calendar conflicts or scheduling changes.

· Coordinate meeting logistics including video conference calls, meeting rooms, guest registrations, restaurant bookings, and all related calendar updates.

· Manage end-to-end domestic and international travel planning, visa coordination, itinerary management, policy compliance, and travel issue resolution.

· Ensure travel plans are accurately reflected in professionals calendars and communicated clearly to the traveler.

· Handle routine travel changes, cancellations, visa application follow-ups, travel documentation, and logistics queries in a calm and professional manner.

· Maintain monthly travel expense sheets and coordinate with the expense team that includes receipt tracking, expense reconciliation, project code validation, and timely submissions.





· Address professionals administrative queries promptly and coordinate with internal teams to resolve requests within expected timelines which also include agenda coordination, meeting materials, briefing documents, and follow-up tracking.

· Maintain contact lists, query trackers, Concur trackers, time sheets, and other operational records accurately and consistently.

· Prepare presentations, reports, business documents, and administrative trackers with a high degree of accuracy and attention to detail.

· Gather and organize data for basic reporting, tracking, and process review purposes.

· Identify recurring issues in daily operations and suggest practical improvements to reduce errors, delays, or repeated follow-ups.

· Collaborate effectively with EA team members and internal departments to ensure continuity of support.

· Maintain a high standard of confidentiality, stakeholder management, professionalism communication, responsiveness, and customer service in all interactions.

Requirements

· Previous experience supporting senior professionals in a fast-paced corporate environment.

· Ability to independently manage calendars, appointments, travel requests, meeting logistics, and administrative follow-ups.

· Advanced proficiency in Outlook, PowerPoint, Excel, Word, Teams, and collaboration tools.

· Good data entry, tracking, documentation,



and record-maintenance skills.

· Ability to multitask, prioritize routine requests, and manage competing deadlines with minimal supervision.

· Reliable, proactive, organized, and able to manage assigned responsibilities independently.

· Strong problem-solving ability, sound judgment, and willingness to support professionals and team members.

· Excellent phone, email, and instant messaging communication skills.

· Ability to maintain confidentiality and professionalism when handling sensitive information.

· Positive command of English, both written and spoken.

· Excellent customer service and stakeholder communication skills.

· Open to working in a flexible environment, including public holidays and festivals when needed.

· Awareness of international travel regulations, customs, currencies, visa requirements, and expense processes is preferred.

· Key competencies such as confidentiality, discretion, ownership, attention to detail, judgment, organization skills, and the ability to manage multiple priorities independently.

Minimum Qualifications

· Graduate or above.

· 2 - 12 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or in a similar administrative support role.

· Proficient computer skills, including Microsoft Office Suite, Outlook, Word, PowerPoint, and Excel.

Preferred Experience

· Previous experience working in Financial Services, Investment Banking, Asset Management, Professional Services, or similar environments.

· Experience in implants, international routing, transit visa, travel, forex, insurance, hotel coordination, and expense support.

📌 Virtual Executive Assistant (Bengaluru)
🏢 T D Newton & Associates
📍 Bengaluru