IntraEdge
Website:
intraedge.com
Job details:
Detailed Job Description – Executive Assistant (EA)
Job Title: Executive Assistant – Senior Level
Experience: 10+ Years
Location: Hyderabad
Employment Type: Full-Time
Job Summary
We are looking for a highly experienced, professional, and proactive Executive Assistant (EA) with 10+ years of experience supporting senior executives, leadership teams, and high-level management.
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.
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.
Key Responsibilities
1. Executive Support
- Provide comprehensive administrative and executive support to senior executives, leadership teams, and high-level managers.
- Act as a trusted point of contact between executives and internal/external stakeholders.
- Manage day-to-day priorities and administrative activities on behalf of senior leadership.
- Anticipate executive needs and proactively manage upcoming requirements.
- Handle sensitive and confidential information with a high degree of professionalism and discretion.
- Ensure executives are well-prepared for meetings, presentations, business reviews, and important engagements.
2. Calendar & Schedule Management
- Manage complex executive calendars, appointments, meetings, and commitments.
- Coordinate multiple schedules across different teams, locations, and time zones.
- Prioritize meetings based on business importance and executive priorities.
- Resolve scheduling conflicts and make appropriate adjustments proactively.
- Ensure executives have all required information, documents, and agendas before meetings.
- Coordinate recurring leadership meetings, reviews, and business discussions.
3. Meeting & Event Coordination
- Schedule and coordinate high-level internal and external meetings.
- Prepare meeting agendas, presentations, briefing documents, and supporting materials.
- Coordinate meeting rooms, conference calls, video conferences, and other logistics.
- Record and distribute meeting notes, action items, and follow-ups when required.
- Track action items and ensure timely follow-up with relevant stakeholders.
- Support leadership meetings, town halls, business reviews, workshops, and corporate events.
4. Communication & Correspondence
- Manage executive-level emails, correspondence, and communications.
- Draft, review, and format professional emails, letters, presentations, reports, and other business documents.
- Communicate effectively with senior management, clients, vendors, and other stakeholders.
- Maintain a professional and appropriate tone in all executive communications.
- Ensure important messages and requests are communicated to the appropriate stakeholders in a timely manner.
5. Travel & Logistics Management
- Coordinate domestic and international travel arrangements for senior executives.
- Manage flight bookings, hotels, transportation, meeting schedules, and travel itineraries.
- Prepare detailed travel plans and executive itineraries.
- Coordinate travel changes, cancellations, and last-minute requirements.
- Assist with travel-related documentation and expense management.
- Ensure executives have all required information and arrangements for business travel.
6. Leadership & Stakeholder Coordination
- Work closely with VPs, Directors, Senior Managers, Business Heads, and other senior leadership.
- Coordinate with multiple departments to facilitate executive priorities.
- Build and maintain strong professional relationships across the organization.
- Follow up with stakeholders on important deliverables and deadlines.
- Handle interactions with senior stakeholders confidently and professionally.
- Serve as a communication bridge between executives and their teams.
7. Documentation & Reporting
- Prepare executive reports, presentations, dashboards, meeting materials, and briefing documents.
- Maintain confidential records and important business documentation.
- Organize and maintain digital and physical files in a structured manner.
- Track business priorities, action items, deadlines, and follow-ups.
- Assist leadership with preparation for management reviews and business presentations.
- Ensure documents and reports are accurate, professional, and delivered on time.
8. Confidentiality & Professionalism
- Maintain strict confidentiality regarding executive, employee, financial, business, and organizational information.
- Exercise sound judgment when handling sensitive situations.
- Understand the importance of discretion when dealing with senior management.
- Ensure confidential documents and communications are appropriately handled and protected.
- Represent the executive and organization with professionalism at all times.
9. Administrative & Operational Support
- Coordinate day-to-day administrative requirements for senior leadership.
- Support expense management, invoices, approvals, and administrative documentation.
- Coordinate with HR, Finance, IT, Facilities, Procurement, and other departments as required.
- Assist with special projects and leadership initiatives.
- Take ownership of ad-hoc executive requests and time-sensitive assignments.
- Ensure administrative processes are completed accurately and within deadlines.
Required Skills & Qualifications
- 10+ years of proven experience as an Executive Assistant, Senior Executive Assistant, Executive Coordinator, or similar senior-level support role.
- Strong experience supporting senior executives, Directors, VPs, Business Heads, or C-level leadership.
- Proven ability to work with high-level managers and senior stakeholders.
- Excellent verbal and written communication skills.
- Strong professional etiquette and executive presence.
- Exceptional organizational and time-management skills.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong calendar and schedule management experience.
- Experience coordinating complex meetings and executive-level events.
- Strong proficiency in MS Office, particularly:
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
- Microsoft PowerPoint
- Microsoft Teams
- Excellent documentation and presentation skills.
- Strong attention to detail and accuracy.
- Ability to handle confidential and sensitive information.
- Strong follow-up and coordination skills.
- Ability to work independently with minimal supervision.
Preferred Qualifications
- Experience working in a large corporate, technology, financial services, consulting, or multinational organization.
- Experience supporting multiple senior executives.
- Experience coordinating with global teams and international stakeholders.
- Experience working across different time zones.
- Experience managing executive travel and international itineraries.
- Familiarity with collaboration and productivity tools such as Teams, Zoom, SharePoint, and similar platforms.
- Experience supporting leadership meetings, board-level meetings, or business reviews is an advantage.
Key Competencies
Executive Presence: Ability to interact confidently and professionally with senior leadership.
Communication: Excellent written and verbal communication with strong business etiquette.
Organization: Ability to manage complex calendars, schedules, meetings, travel, and competing priorities.
Discretion: High level of confidentiality and sound judgment when handling sensitive information.
Proactiveness: Ability to anticipate requirements and take action without constant direction.
Stakeholder Management: Ability to work effectively with senior executives, employees, clients, and external partners.
Time Management: Ability to prioritize urgent and high-impact activities while meeting deadlines.
Problem Solving: Ability to handle last-minute changes, scheduling conflicts, and unexpected executive requirements.
Attention to Detail: High accuracy in documents, calendars, travel arrangements, communications, and executive deliverables.
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