Executive Assistant

Fragomen; Ernakulam; On-site; INR 400,000 - 700,000; Full time

Job summary

Fragomen is seeking an organized executive assistant in Kerala to manage calendars, coordinate meetings, and handle travel details and correspondence. The role involves visa coordination, expense processing, and proactive administrative support to keep day-to-day priorities on track.

You will liaise with internal teams and external stakeholders across time zones, preparing briefs and tracking actions. A flexible, responsive attitude is essential for urgent needs.

Qualifications

• Experience in calendar and meeting coordination.
• Proficient email and communications management.
• Ability to arrange travel and visas as needed.

Responsibilities

• Calendar & Schedule Management: manage multiple calendars across time zones.
• Meeting Coordination & Follow-Up: schedule, circulate agendas, capture decisions.
• Email & Communication Management: route queries and track responses.
• Travel planning and visa coordination: flights, accommodations, visa requirements.
• Expense & Administrative Support: process claims and sign-off workflows.
• Research & BI Support: monitor industry updates and provide concise briefs.
• Action Tracking & Support: track deliverables and coordinate stakeholders.
• Flexibility: provide support outside regular hours when required.

Skills

Calendar management

Meeting coordination

Email management

Travel planning

Visa coordination

Expense processing

Administrative support

Research updates

Action tracking

Flexibility

Job description

Note: This role will follow a work week of Sunday to Thursday (11: 30 AM to 7:30 PM IST)

Calendar & Schedule Management

• Proactive management of business and personal calendars, ensuring effective alignment of commitments and priorities.
• Scheduling and coordination of appointments, meetings, and business engagements across multiple stakeholders and time zones.

Meeting Coordination & Follow-Up

• Coordinating internal and external meetings, including scheduling, availability checks, and logistical
• arrangements.
• Preparing and circulating meeting agendas in advance.
• Attending meetings as required to capture discussion points, decisions, and action items.
• Preparing and distributing meeting minutes and tracking follow-up actions to completion.
• Coordinating any specific meeting requirements to ensure smooth execution.

Email & Communication Management

• Managing shared mailboxes, monitoring incoming communications, routing emails and requests to the appropriate stakeholders, and tracking responses and follow-up actions as needed.
• Assisting with administrative communications and correspondence management.
• Managing end-to-end travel planning, including flight bookings, accommodation arrangements, ground
• transportation, and itinerary preparation.
• Coordinating visa-related requirements by liaising with internal visa and immigration teams and ensuring timely completion of travel formalities.

Expense & Administrative Support

• Processing expense claims and reimbursements through internal systems and portals in a timely manner.
• Coordinating digital signature requests following applicable legal and internal review processes.
• Providing general administrative and operational support as required.

Research & Business Intelligence Support

• Conducting preliminary research on clients, stakeholders, and business-related matters.
• Monitoring relevant industry, client, and market developments and providing concise updates that may be useful for business discussions and decision-making.

Action Tracking & Support

• Tracking action items, commitments, and key follow-ups arising from meetings and discussions.
• Coordinating with internal and external stakeholders to ensure timely completion of deliverables.
• Providing proactive administrative support to help manage day-to-day priorities effectively

Flexibility & Responsiveness

• Flexibility to provide support outside regular business hours, when required, particularly during urgent business needs or crisis situations.