Executive Assistant

Techalpha Messaging; Navi Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Techalpha Messaging in Navi Mumbai seeks an accomplished executive assistant to manage busy calendars, coordinate meetings, travel, and confidential information with discretion. You will prepare briefing materials, take minutes, and support leadership across strategic initiatives.

You will liaise with executives, clients, boards, and internal teams, ensuring smooth operations, meticulous documentation, and timely follow-ups on action items and events.

Responsibilities

• Manage and prioritize complex executive calendars across multiple time zones.
• Coordinate internal and external meetings, board sessions, and town halls, resolving scheduling conflicts proactively.
• Serve as the primary point of contact between executives, clients, board members, and internal teams.
• Triage, filter, and respond to incoming emails, phone calls, and official correspondence with professionalism.
• Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, ground transport, and visas.
• Reconcile expense reports and process corporate card transactions according to company policy.
• Prepare agendas, compile briefing materials, and draft slide presentations or memos prior to key leadership meetings.
• Attend executive meetings to take accurate minutes, track action items, and follow up on execution.
• Oversee special projects, research, and data gathering to assist in strategic decision-making.
• Plan and execute leadership retreats, company-wide offsites, team celebrations, and client events.
• Handle sensitive company, financial, and personnel information with the utmost confidentiality and discretion.
• Maintain digital and physical filing systems for easy information retrieval.

Job description

Calendar & Schedule Management:

• Manage and prioritize complex executive calendars across multiple time zones.
• Coordinate internal and external meetings, board sessions, and town halls, resolving scheduling conflicts proactively.

Communication & Stakeholder Liaison:

• Serve as the primary point of contact between executives, clients, board members, and internal teams.
• Triage, filter, and respond to incoming emails, phone calls, and official correspondence with professionalism.

Travel & Logistics Coordination:

• Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, ground transport, and visas.
• Reconcile expense reports and process corporate card transactions according to company policy.

Document Preparation & Meeting Support:

• Prepare agendas, compile briefing materials, and draft slide presentations or memos prior to key leadership meetings.
• Attend executive meetings to take accurate minutes, track action items, and follow up on execution.

Project & Event Management:

• Oversee special projects, research, and data gathering to assist in strategic decision-making.
• Plan and execute leadership retreats, company-wide offsites, team celebrations, and client events.

Confidentiality & Information Management:

• Handle sensitive company, financial, and personnel information with the utmost confidentiality and discretion.
• Maintain digital and physical filing systems for easy information retrieval.