Executive Assistant

Input Zero Technologies; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

Input Zero Technologies in Bengaluru is seeking an experienced Executive Assistant / Personal Secretary to support senior management with calendar management, travel planning, visa renewals, and event coordination. The role requires superb organizational skills, discretion, and the ability to manage confidential information while coordinating complex schedules in a fast-paced office.

The position is office-based with a 5-day work week.

Qualifications

• 4+ years of experience in executive support or personal secretary roles.
• Experience with calendar management and scheduling.
• Experience planning domestic and international travel.
• Experience coordinating visa applications and renewals.
• Strong event planning and vendor coordination skills.
• Proficient in Microsoft Excel, Word, Outlook and PowerPoint.
• Excellent written and verbal communication skills.
• High degree of professionalism and confidentiality.
• Ability to manage multiple priorities and meet deadlines.

Responsibilities

• Manage executive calendars and schedule meetings.
• Coordinate domestic and international travel and itineraries.
• Handle visa applications, renewals, and travel documentation.
• Provide end-to-end secretarial support to senior management.
• Organize and coordinate corporate events and meetings.
• Prepare meeting agendas and maintain minutes.
• Maintain records and prepare reports using Excel.
• Liaise with vendors, hotels, travel agencies for smooth operations.
• Track expenses and assist with claims.
• Maintain discretion and confidentiality.

Skills

Calendar management

Executive support

Travel arrangements

Visa renewals

Event management

Vendor coordination

Excel

Word

Outlook

PowerPoint

Tools

Excel

Word

Outlook

PowerPoint

Job description

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.