Executive Assistant

Alpine Executive Search Mumbai; Mumbai; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

Alpine Executive Search Mumbai is seeking an experienced Executive & Administrative Support professional to back senior leadership. You will manage complex calendars, coordinate multi-time-zone meetings, and prepare materials for investor and board engagements.

The role requires handling confidential information with discretion and coordinating travel, meetings, and events across functions. Strong communication and stakeholder management are essential for success.

Qualifications

• Bachelor's degree or equivalent qualification.
• 7-15 years of relevant experience in executive support or related fields.
• Experience handling complex calendars for senior executives.
• Knowledge of travel management and expense processes.
• Strong stakeholder management and communication skills.

Responsibilities

• Provide end-to-end administrative support to senior leadership.
• Manage complex and dynamic calendars, prioritizing appointments and resolving scheduling conflicts.
• Coordinate internal and external meetings across multiple time zones.
• Prepare meeting agendas, presentations, and supporting materials.
• Screen and prioritize incoming communications while maintaining confidentiality.
• Schedule investor and board meetings, travel logistics, and events.
• Track action items and follow up on deliverables.
• Liaise with senior executives, investors, clients, and internal teams.
• Assist with event and project coordination and onboarding logistics.
• Identify opportunities to improve administrative processes and efficiency.

Skills

Calendar management

Travel management

Stakeholder management

Executive support

Communication

Confidentiality

Meeting coordination

Event coordination

Education

Bachelor's degree or equivalent qualification

Job description

Executive & Administrative Support

• Provide end-to-end administrative support to senior leadership.
• Manage complex and dynamic calendars, prioritizing appointments and proactively resolving scheduling conflicts.
• Coordinate internal and external meetings across multiple time zones.
• Prepare meeting agendas, presentations, and supporting materials as required.
• Screen and prioritize incoming communications and correspondence.
• Maintain strict confidentiality while handling sensitive business information.

Calendar & Meeting Management

• Schedule meetings with investors, portfolio companies, advisors, clients, and internal stakeholders.
• Coordinate leadership meetings, board meetings, investment committee meetings, and off-site events.
• Manage meeting logistics, conference room bookings, virtual meeting platforms, catering, and attendee coordination.
• Track action items and follow up on deliverables.

Travel Management

• Plan and coordinate domestic and international travel, including flights, hotels, visas, ground transportation, and detailed travel itineraries.
• Handle last-minute travel changes efficiently while minimizing disruption.
• Ensure travel arrangements are cost-effective and aligned with company policies.
• Maintain travel documentation and coordinate travel-related expenses.

Expense & Office Administration

• Prepare and submit executive expense reports accurately and within timelines.
• Coordinate invoice processing and liaise with Finance where required.
• Maintain organized records, documentation, and filing systems.
• Support preparation of reports, presentations, and executive correspondence.

Stakeholder Coordination

• Liaise professionally with senior executives, investors, clients, vendors, and internal teams.
• Build and maintain strong working relationships with key stakeholders.
• Coordinate cross-functional activities to support executive priorities.

Event & Project Coordination

• Assist in organizing leadership meetings, off-sites, conferences, and corporate events.
• Support onboarding logistics for new team members where required.
• Assist with special projects and ad hoc assignments.
• Identify opportunities to improve administrative processes and operational efficiency.

Qualifications & Experience

• Bachelor's degree or equivalent qualification.
• 7-15 years of relevant experience in one or more of the following areas:
• Executive Assistant or Executive Coordinator
• Guest Relations or Front Office (Hotels, Luxury Hospitality, Corporate Offices)
• Corporate Travel Desk or Travel Management
• Airline Cabin Crew
• Airline Ground Operations / Airport Services
• Executive Support or Administrative Operations
• Candidates from hospitality, aviation, luxury services, consulting, financial services, or corporate environments with exceptional coordination and stakeholder management skills are encouraged to apply.
• Experience supporting senior executives, CXOs, Partners, Directors, or managing complex calendars and travel arrangements is needed.

Skills & Competencies

• Exceptional organizational and time management skills.
• Strong calendar management and scheduling capabilities.
• Experience coordinating domestic and international travel.
• Excellent interpersonal and stakeholder management skills.
• Outstanding verbal and written communication.
• High degree of professionalism, discretion, and confidentiality.
• Ability to anticipate needs and work proactively with minimal supervision.
• Strong multitasking and problem-solving skills in a fast-paced environment.
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Microsoft Teams, Zoom, and Google Workspace.
• Familiarity with travel booking platforms and expense management systems is an advantage.

Preferred Attributes

• Experience working with senior leadership, VIPs, or high-profile clients.
• Strong customer service orientation with excellent attention to detail.
• Ability to remain calm and composed under pressure.
• Flexible and adaptable to changing priorities and business requirements.
• A collaborative team player with a positive, solution-oriented mindset.