Executive Assistant

Riviera Partners; India; Hybrid; INR 800,000 - 1,200,000; Full time

Job summary

Riviera Partners in India and Dubai seeks a shared Executive Assistant to provide high-level administrative and operational support to the Partners across India and Dubai time zones. You will manage calendars, travel, expenses, and confidential information, coordinating with teams in both locations to ensure smooth day-to-day operations.

The role requires strong organisation, discretion, and professionalism, with a Bachelor\'s degree and 7–10 years of relevant experience.

Qualifications

• 7–10 years of experience as an Executive Assistant or in a similar role supporting senior leadership.
• Experience supporting international teams, ideally in the Middle East.
• Excellent written and spoken English.
• Proficiency with Microsoft Office and calendar, travel, and expense tools.
• Bachelor's degree in any discipline.

Responsibilities

• Manage calendars and priorities for two Partners across India and Dubai time zones.
• Arrange domestic and international travel, visas, and related logistics.
• Prepare expense reports and vendor invoices; liaise with Finance and HR.
• Coordinate office access, workspace, and visitor arrangements.
• Maintain confidential records and handle sensitive information with discretion.

Skills

English proficiency

Organization & time management

Communication skills

Education

Bachelor's degree

Tools

Microsoft Office

Rippling

Calendar tools

Expense tools

Job description

Riviera Partners is a global executive search and recruiting firm specialising in the technology sector. We partner with innovative companies, from early-stage startups to Fortune 100 organisations, to build exceptional executive and technical leadership teams. Our success rests on deep technical expertise, an extensive network, and a commitment to quality.

We hire the best, and we make training, mentorship, and progression a priority so our people can reach their full potential.

About the Role

As a shared Executive Assistant, you will provide high-level administrative and operational support to the Partner in India and the Partner in Dubai, and to the teams in both locations. You will keep schedules, travel, and day-to-day logistics running smoothly across India and Dubai time zones. The role requires strong organisation, sound judgement, and discretion with confidential information.

Key Responsibilities

1. Executive support

• Manage the calendars, meetings, and priorities of both Partners, coordinating across India and Dubai time zones.
• Balance priorities and competing requests between the two Partners, escalating conflicts where needed.
• Prepare for meetings by arranging agendas, materials, and follow-ups, and track action items to completion.
• Draft and manage correspondence, documents, and presentations.
• Act as a first point of contact for internal and external stakeholders on the Partners' behalf.

2. Travel and logistics

• Arrange domestic and international travel, including flights, accommodation, visas, and local transport.
• Coordinate with vendors for cabs, venues, and other travel services, and keep itineraries up to date.
• Organise internal meetings, offsites, and events, including agendas and follow-ups.
• Coordinate with the Dubai team on scheduling, logistics, and administrative requests.
• Keep information flowing between the India and Dubai teams so that nothing is missed across time zones.

4. Finance and operations support

• Prepare, track, and submit expense reports and vendor invoices in line with company process.
• Liaise with Finance, HR, and external vendors on administrative matters.
• Coordinate office access, workspace, and visitor arrangements, including WeWork or similar workspace providers.

5. Confidentiality

• Maintain confidential records and handle sensitive business and personnel information with discretion.

Required Qualifications

• 7 - 10 years of experience as an Executive Assistant or in a similar role supporting senior leadership.
• Experience supporting international teams, ideally in the Middle East.
• Excellent written and spoken English.
• Proficiency in Microsoft Office, and in calendar, travel, and expense tools.
• Strong organisational, time management, and communication skills.
• A high level of professionalism, confidentiality, and attention to detail.
• Bachelor's degree in any discipline.

Working Arrangements

• Flexibility to overlap with Dubai working hours (GST) as required.
• Occasional travel may be required.

Preferred

• Experience in professional services, executive search, or a technology company.
• Experience with expense and payroll tools such as Rippling or similar.

Riviera Partners is an equal opportunity employer. We are committed to equal employment opportunity without unlawful regard to race, colour, ancestry, religion, gender, national origin, sexual orientation, age, citizenship, marital status, disability, veteran status, or any other legally protected characteristic.