Location: Mumbai/Pune/Gurugram/Bangalore/Hyderabad/Chennai

About the Role:

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to support senior leadership and manage coordination with stakeholders across Dubai and India. The role involves executive support, stakeholder management, calendar and travel planning, visa and immigration coordination, and business operations support. The ideal candidate will act as a key point of contact between leadership, internal teams, external partners, and stakeholders across both regions, ensuring seamless communication, productive coordination, and timely execution of business priorities.

Key Responsibilities

- Manage complex calendars, meetings, appointments, and schedules for senior leadership.
- Coordinate meetings considering time-zone differences and business priorities.
- Schedule internal and external meetings and ensure all participants have the required information.
- Prepare meeting agendas, presentations, briefing notes, and supporting documents.
- Record meeting minutes, track action items, and follow up with stakeholders to ensure timely closure.
- Coordinate with stakeholders to ensure timely timesheet submission, review, and approval, with regular follow-ups on pending entries.
- Handle confidential communications and sensitive business information with discretion.
- Act as a key coordination point between senior leadership and stakeholders.
- Build and maintain effective working relationships with business leaders, clients, employees, and external partners.
- Coordinate business discussions, leadership meetings, and cross-functional initiatives.
- Plan and coordinate domestic and international business travel for senior leadership and relevant stakeholders.




- Manage flight bookings, hotel reservations, ground transportation, and detailed travel itineraries.
- Arrange meeting venues, conference facilities, and other requirements for business visits.
- Coordinate leadership visits, business meetings, and corporate events as required.
- Coordinate visa applications, renewals, and related documentation for business travel.
- Liaise with visa agencies, travel partners, and relevant authorities to facilitate timely processing.
- Coordinate documentation and travel requirements for business visitors, executives, and employees, as applicable.
- Maintain accurate and confidential records of visa applications, approvals, and supporting documents.
- Manage expense statements, reimbursements, invoices, and other executive administrative requirements.
- Coordinate with finance, HR, administration, and other internal teams as required.
- Support office administration and operational activities.

Required Qualifications & Skills:

- Bachelor's degree in Business Administration, Management, or a related field.
- Relevant experience as an Executive Assistant, Senior Executive Assistant, or in a similar executive support role.
- Experience coordinating with senior stakeholders across multiple locations, preferably India and the UAE.
- Excellent verbal and written communication skills in English.
- Strong organizational, planning, multitasking, and time-management abilities.
- Proficiency in Microsoft Office, particularly Outlook, Excel, PowerPoint, and Teams.
- Ability to handle confidential information and work with senior leadership.
- Prior experience supporting C-suite executives, founders, or senior business leaders.
- Exposure to international business operations and cross-border stakeholder coordination.

📌 Executive Assistant (Mumbai)
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