Executive Assistant

Rhenus Logistics; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Rhenus Logistics in Mumbai seeks an experienced Executive Assistant to support senior leadership, manage calendars, and coordinate domestic and international travel arrangements, including visa processing. The role also handles expense management via Happay, ensures confidentiality, and coordinates with multiple departments to ensure timely communication and action on commitments.

The ideal candidate has a Bachelor's degree in Business Administration or related field and 4+ years of executive

Qualifications

• Bachelor's degree in Business Administration, Management, or a related discipline.
• 4+ years of experience in an Executive Assistant, Personal Assistant, or similar administrative support role.
• Prior experience supporting senior leadership or CXO-level executives will be preferred.
• Experience in managing domestic and international travel arrangements and foreign visa processing.
• Working knowledge of forex requests, expense management, reimbursements, and platforms such as Happay.
• Strong proficiency in MS Office applications, calendar management, and professional correspondence.
• Excellent verbal and written communication skills with strong interpersonal abilities.
• Strong organizational, planning, multitasking, and problem-solving capabilities.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and attention to detail.
• High level of discretion, confidentiality, ownership, and a proactive approach to work.

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Executive support

Calendar management

Travel coordination

Forex management

MS Office

Written communication

Confidentiality

Multitasking

Stakeholder management

Education

Bachelor's degree in Business Administration, Management, or a related discipline

Tools

Happay

Job description

What You Can Expect :

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.

What You Bring:

What skills & experience you will bring to us

• Bachelor's degree in Business Administration, Management, or a related discipline.
• 4+ years of experience in an Executive Assistant, Personal Assistant, or similar administrative support role.
• Prior experience supporting senior leadership or CXO-level executives will be preferred.
• Experience in managing domestic and international travel arrangements and foreign visa processing.
• Working knowledge of forex requests, expense management, reimbursements, and platforms such as Happay.
• Strong proficiency in MS Office applications, calendar management, and professional correspondence.
• Excellent verbal and written communication skills with strong interpersonal abilities.
• Strong organizational, planning, multitasking, and problem-solving capabilities.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and attention to detail.
• High level of discretion, confidentiality, ownership, and a proactive approach to work.