Executive Assistant

Third Wave Coffee; Bengaluru; On-site; INR 700,000 - 1,200,000; Full time

Benefits offered by this job

None

Job summary

Third Wave Coffee is seeking a proactive Executive Assistant to provide administrative and coordination support to the CEO. The role includes managing schedules, coordinating meetings, handling confidential information, and ensuring smooth day-to-day operations.

The ideal candidate will have 2–4 years of experience in executive support, excellent communication skills, and strong organisational abilities to manage competing priorities in a fast-paced environment.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• 2–4 years of experience in Executive/Personal Assistant or administrative coordination roles.
• Excellent verbal and written communication skills.
• Strong organisational, multitasking, and time-management abilities.
• Proficiency in MS Office, particularly Excel, PowerPoint, and Outlook, with calendar management tools.
• Strong stakeholder management and interpersonal skills.
• High attention to detail, discretion, and handling confidential information.
• Ability to work in a fast-paced environment and manage competing priorities.

Responsibilities

• Manage the executive’s calendar, schedule meetings, coordinate appointments, and prioritise commitments.
• Organise internal and external meetings, prepare agendas, coordinate with stakeholders, and track action items.
• Plan and coordinate domestic and international travel, including bookings and itineraries.
• Handle emails, calls, and correspondence on behalf of the executive.
• Coordinate with internal teams, partners, clients, and external stakeholders.
• Prepare presentations, reports, and meeting minutes as required.
• Track assignments, deadlines, and deliverables for timely completion.
• Handle sensitive business information with discretion and professionalism.
• Manage expense reports, reimbursements, and meeting logistics.

Skills

Calendar management

Meeting coordination

Travel logistics

Email handling

Stakeholder coordination

Documentation & reporting

Task follow-up

Confidentiality

Administrative support

Education

Bachelor’s degree in Business Administration or related field

Tools

MS Office

Excel

PowerPoint

Outlook

Job description

We are looking for a proactive, organised, and detail-oriented Executive Assistant to provide administrative and coordination support to CEO . The ideal candidate should be capable of managing schedules, coordinating meetings, handling confidential information, and ensuring the smooth execution of day-to-day activities.

Key Responsibilities

• Calendar & Schedule Management: Manage the executive’s calendar, schedule meetings, coordinate appointments, and prioritise commitments effectively.
• Meeting Coordination: Organise internal and external meetings, prepare agendas, coordinate with stakeholders, and track action items to ensure timely closure.
• Travel & Logistics: Plan and coordinate domestic and international travel, including flight bookings, accommodation, transportation, and itineraries.
• Communication Management: Handle emails, calls, and correspondence on behalf of the executive, ensuring timely responses and follow-ups.
• Stakeholder Coordination: Liaise with internal teams, business partners, clients, and external stakeholders to facilitate seamless communication.
• Documentation & Reporting: Prepare presentations, reports, meeting minutes, and other business documents as required.
• Task & Follow-up Management: Track important assignments, deadlines, and pending deliverables to ensure timely completion.
• Confidentiality: Handle sensitive business information and leadership communications with discretion and professionalism.
• Administrative Support: Manage expense reports, reimbursements, meeting logistics, and other administrative requirements.

Required Skills & Qualifications

• Bachelor’s degree in Business Administration, Management, or a related field.
• 2–4 years of experience as an Executive Assistant, Personal Assistant, or in a similar administrative coordination role.
• Excellent verbal and written communication skills.
• Strong organisational, multitasking, and time-management abilities.
• Proficiency in MS Office, particularly Excel, PowerPoint, and Outlook, along with calendar management tools.
• Strong stakeholder management and interpersonal skills.
• High attention to detail, discretion, and the ability to handle confidential information.
• Ability to work in a fast-paced environment, manage competing priorities, and anticipate leadership requirements.