Executive Assistant

Righthorizons; Bengaluru; On-site; INR 1,200,000 - 2,000,000; Full time

Job summary

Right Horizons is seeking an Executive Assistant to provide comprehensive support to the CEO in Bengaluru. The role acts as gatekeeper and administrative backbone, managing the CEO's time with discretion and efficiency.

The EA will handle calendar management, communications, travel, reporting support, and office administration to contribute to overall operational efficiency of Right Horizons.

Qualifications

• Minimum 2–7 years of experience as an Executive Assistant, supporting Csuite executives in a fast-paced environment.
• Bachelor’s degree in Business Administration, Communications, or a related field is preferred.

Responsibilities

• Manage the CEO's calendar and prioritize meetings and events.
• Screen and manage all CEO communications (emails, calls) and maintain contacts.
• Coordinate meetings, book rooms, prep agendas, distribute materials, and take minutes.
• Arrange domestic and international travel with detailed itineraries.
• Maintain confidential CEO files and documents.
• Process and reconcile CEO expenses with policy and coordinating with Accounts.

Skills

Time management

Communication

Calendar management

Travel coordination

Meeting minutes

Education

Bachelor's degree in Business Administration/Communications

Job description

Right Horizons is seeking a highly organised, proactive, and detail-oriented Executive Assistant (EA) toprovide comprehensive support to our Chief Executive Officer (CEO). The EA will serve as a crucialgatekeeper, facilitator, and administrative backbone, ensuring the CEO's time is managed efficiently andeffectively. This role requires a high degree of professionalism, discretion, and the ability to anticipateneeds and manage multiple priorities seamlessly.Beyond core administrative duties, the EA will also play a key role in supporting reporting processes andoverseeing a few office administration functions, contributing to the overall operational efficiency ofRight Horizons.

Key Responsibilities-

A. CEO Support & Administrative Management (60%)

• Calendar Management: Proactively manage and maintain the CEO's complex and dynamiccalendar, scheduling internal and external meetings, appointments, and events, prioritizingbased on strategic importance.
• Communication Management: Screen, prioritize, and manage all incoming communications(emails, mail, phone calls) on behalf of the CEO. Maintaining a contact directory.
• Meeting Coordination & Minutes: Organize and coordinate logistics for meetings, includingbooking rooms, preparing agendas, distributing materials, and ensuring attendees areinformed. Accurately take, transcribe, and distribute meeting minutes and follow up on actionitems.
• Travel and Scheduling: Arrange and coordinate all domestic and international travel, includingflights, accommodation, visas, and ground transportation. Prepare detailed travel itineraries.
• Information Management: Maintain and organize the CEO's files, documents, and contacts(both physical and digital) with a high level of confidentiality and efficiency.
• Information Management: Maintain and organize the CEO's files, documents, and contacts(both physical and digital) with a high level of confidentiality and efficiency.
• Expense Management: Track, manage, and process the CEO's business-related expenses.Prepare and submit detailed expense reports, ensuring compliance with company policy.Diligently segregate official expenses from personal ones for accurate accounting. Reconcilecorporate credit card statements monthly, verifying all transactions and coordinating with theAccounts department for timely settlement.

B. Reporting & Consolidation Support (20%)

• Report Coordination: Liaise with various departments and reportees to gather information forweekly/monthly reports required by the CEO.
• Data Consolidation: Assist in consolidating data and information from different sources,ensuring accuracy and consistency. Format reports for clarity and ease of understanding by theCEO.
• Presentation Support: Assist in the preparation and formatting of presentations, reports, andother documents for board meetings, investor relations, and internal strategy sessions.

C. Office Administration & Management (20%)

• Office Maintenance: Oversee and coordinate outlined office maintenance requirements,ensuring a professional and functional work environment. This includes managing vendorrelationships for repairs and office upkeep.
• Housekeeping Oversight: Supervise and coordinate the work of the housekeeping staff,ensuring high standards of cleanliness and organization throughout the office premises.
• Supplies Management: Monitor and manage office supplies, stationery, pantry provisions, andequipment. Maintain inventory levels and coordinate with finance for purchases.
• Event Support: Assist in the planning and execution of office events, client meetings, andinternal company gatherings. Coordinate with various departments for the same.

Requirements

Preferred Qualification:

• Experience: Minimum 2-7 years of experience as an Executive Assistant, ideally supporting Csuite executives (CEO, MD, etc.) in a fast-paced corporate environment, preferably within thefinancial services sector.
• Education: Bachelor’s degree in Business Administration, Communications, or a related field ispreferred.