Executive Assistant

Aeka Advisors; Bengaluru; On-site; INR 600,000 - 1,000,000; Full time

Job summary

A leading advisory firm in Bengaluru seeks an Executive Assistant to support senior executives. Responsibilities include managing complex calendars, preparing meeting materials, and ensuring effective communication with stakeholders. The ideal candidate will have 2-3 years of experience in a similar role, strong multitasking skills, and proficiency in Microsoft Office. This position requires professionalism, discretion, and the ability to thrive in fast-paced environments.

Qualifications

• Minimum 2-3 years of experience supporting senior executives, ideally in consulting or financial services.
• Proven ability to thrive in high-pressure, fast-paced environments.
• Strong attention to detail and effective communication skills.

Responsibilities

• Manage complex calendars and anticipate scheduling conflicts.
• Prepare materials for meetings and ensure alignment with key priorities.
• Build relationships with clients and manage travel logistics.

Skills

Organisational skills

Multitasking

Proficiency in Microsoft Office Suite

Verbal communication

Problem-solving

Education

Bachelor's degree

Tools

CRM systems

Zoom

Microsoft Teams

Job description

Responsibilities

• Manage complex and dynamic calendars with multiple time zones and competing priorities.
• Anticipate scheduling conflicts, propose solutions, and maintain optimal time allocation.
• Prepare detailed briefing materials, agendas, and supporting documents ahead of meetings.
• Ensure time is aligned with key strategic and client priorities.
• Serve as the first point of contact for internal and external stakeholders.
• Draft, proofread, and manage correspondence on behalf of the Partner.
• Screen and prioritize communications, ensuring timely and appropriate responses.
• Build and maintain relationships with clients, board members, and senior leadership.
• Coordinate end‑to‑end domestic and international travel.
• Prepare comprehensive itineraries and contingency plans.
• Manage expense reports, visa processes, and reimbursements with accuracy.
• Prepare decks, materials, and background notes for meetings and client presentations.
• Record meeting minutes, track action items, and ensure timely follow‑up.
• Organise logistics for internal events, client sessions, and firm offsites.
• Assist in managing key projects and special initiatives for the Partner.
• Maintain organised digital and physical filing systems with strict confidentiality.
• Handle invoices, budgets, and other administrative records efficiently.
• Liaise with finance, operations, and HR teams on behalf of the Partner.
• Continuously streamline administrative processes for greater efficiency.

Requirements

• Minimum 2‑3 years of experience supporting senior executives, ideally in consulting, advisory, or financial services.
• Bachelor's degree preferred.
• Proven ability to thrive in high‑pressure, fast‑paced environments.
• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with CRM systems and virtual meeting tools (Zoom, Teams, etc.).
• Strong aptitude for learning and using new technologies and tools.
• Excellent organisational and multitasking skills.
• Strong written and verbal communication with impeccable attention to detail.
• High emotional intelligence, professionalism, and discretion.
• Proactive mindset with strong problem‑solving abilities.
• Calm, resourceful, and adaptable under pressure.

Good to Have

• Prior experience in professional services or advisory environments.
• Ability to build trust‑based relationships quickly across senior stakeholder groups.
• Strategic thinking coupled with flawless execution.
• A natural curiosity and desire to understand the broader business context.
• Professional presence and composure in all interactions.

This job was posted by Suchoritha Chatterjee from Aeka Advisors.