Executive Assistant

Rhenus A&O India Private Limited; Mumbai; On-site; INR 900,000 - 1,200,000; Full time

Job summary

Rhenus Group is seeking an experienced Executive and Administrative Support professional in Mumbai to assist senior leadership with day-to-day operations, calendar management, and documentation. You will coordinate meetings, prepare presentations, and handle confidential communications with the utmost professionalism.

You will also manage domestic and international travel, visa processes, forex requests, and expense claims via Happay, while collaborating with multiple departments to ensure

Qualifications

• Strong administrative and calendar management skills.
• Excellent professional communication and written correspondence.

Responsibilities

• Provide day-to-day administrative support to senior leadership and executive office.
• Manage calendars, schedule appointments, coordinate meetings, and prioritize commitments.
• Prepare agendas, presentations, minutes, and other documentation.
• Handle correspondence, calls, emails, and follow-ups professionally.
• Maintain organized records and confidential documents with accuracy.
• Plan and coordinate domestic and international travel arrangements.
• Coordinate visa processing and forex requests per policy.
• Prepare travel itineraries and share with stakeholders.
• Manage expense claims via Happay platform and coordinate approvals.
• Coordinate with departments for timely communication and action items.
• Organize meetings, business reviews, and leadership engagements.
• Draft and proofread emails, letters, reports; handle sensitive information.
• Coordinate office requirements and liaise with vendors.
• Support events and leadership engagements.
• Anticipate admin requirements and ensure efficient operations.
• Maintain confidentiality and compliance with policies.

Tools

Happay platform

Job description

Executive and Administrative Support

• Provide day-to-day administrative support to senior leadership and ensure the smooth functioning of the executive office.
• Manage calendars, schedule appointments, coordinate meetings, and ensure effective prioritization of commitments.
• Prepare and coordinate meeting agendas, presentations, minutes, and other relevant documentation as required.
• Handle correspondence, calls, emails, and follow-ups in a timely and professional manner.
• Maintain organized records, files, and confidential documents while ensuring accuracy and accessibility.

Travel and Logistics Management

• Plan and coordinate domestic and international travel arrangements, including flight bookings, hotel reservations, and ground transportation.
• Manage foreign visa processing requirements, including documentation and coordination for destinations such as the UK, US, France, and other countries.
• Coordinate forex requests and other travel-related arrangements in line with company policies.
• Prepare and share travel itineraries, schedules, and required travel information with the concerned stakeholders.
• Proactively manage changes, cancellations, and travel-related issues to ensure smooth travel experiences.

Expense and Reimbursement Management

• Manage expense claims, reimbursements, and related documentation through the Happay platform.
• Coordinate with employees, finance teams, and relevant stakeholders for timely submission and processing of expense claims.
• Track expense-related requests and follow up on pending approvals or clarifications.
• Ensure expense records and supporting documents are accurate and maintained in accordance with company policies.
• Support timely resolution of expense and reimbursement-related queries.

Stakeholder Management and Coordination

• Act as a key point of contact between senior leadership and internal and external stakeholders.
• Coordinate with different departments to ensure timely communication, information sharing, and closure of action items.
• Organize internal and external meetings, business reviews, and other official engagements.
• Follow up with stakeholders on pending matters and ensure commitments and deadlines are met.
• Build and maintain effective working relationships through professional communication and service excellence.

Communication and Office Coordination

• Draft, proofread, and manage professional emails, letters, reports, and other business communications.
• Handle sensitive and confidential information with discretion and maintain a high level of professionalism.
• Coordinate office-related requirements and liaise with vendors and service providers wherever required.
• Support the planning and execution of events, conferences, and other leadership engagements.
• Anticipate administrative requirements and take proactive steps to ensure efficient day-to-day operations.

Compliance and Confidentiality

• Ensure adherence to organizational policies, administrative procedures, and approval processes.
• Maintain confidentiality of business information, leadership communications, and sensitive documents.
• Ensure accurate maintenance of records, travel documentation, expense details, and administrative reports.
• Promote transparency, accountability, and professionalism in all administrative and stakeholder interactions.
• Handle responsibilities with integrity, discretion, and attention to detail.