Executive Assistant- On Contract

Essilor; Bengaluru; On-site; INR 600,000 - 1,000,000; Full time

Job summary

Essilor in Bengaluru seeks an Executive Assistant to provide comprehensive support to the Leadership Team, including calendar management, meeting coordination, travel planning, and expense administration.

You will draft emails, prepare presentations, and maintain confidential records, ensuring timely and accurate information flow across global stakeholders. A graduate with extensive experience in executive support is preferred.

Qualifications

• Graduate in any discipline.
• 510 years of experience in Executive Assistant, Secretary, Executive Coordination, or similar administrative roles.
• Experience supporting senior leadership or CXO-level stakeholders will be preferred.
• Excellent knowledge of Microsoft Office, particularly Outlook, PowerPoint, Excel, and Word.

Responsibilities

• Manage and coordinate calendars, meetings, appointments, and schedules for assigned Leadership Team members.
• Prioritize meeting requests and ensure effective time management.
• Organize internal and external meetings, including leadership meetings, town halls, reviews, and business discussions.
• Prepare meeting agendas and coordinate relevant materials in advance.
• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and local transportation.
• Prepare detailed travel itineraries and ensure all arrangements are completed on time.
• Support expense claim submission, invoice processing, and other administrative documentation in line with company policies.

Job description

Key Responsibilities

1. Executive & Administrative Support

• Manage and coordinate calendars, meetings, appointments, and schedules for assigned Leadership Team members.
• Prioritize meeting requests and ensure effective time management.
• Organize internal and external meetings, including leadership meetings, town halls, reviews, and business discussions.
• Prepare meeting agendas and coordinate relevant materials in advance.

2. Travel & Expense Management

• Coordinate domestic and international travel arrangements, including flights, accommodation, visas, and local transportation.
• Prepare detailed travel itineraries and ensure all arrangements are completed on time.
• Support expense claim submission, invoice processing, and other administrative documentation in line with company policies.

3. Meeting & Action Tracking

• Support leadership meetings by coordinating logistics and documentation.
• Record and track key action items, where required, and follow up with relevant stakeholders.
• Ensure timely closure of administrative and coordination-related actions.

4. Communication & Stakeholder Coordination

• Act as a key coordination point between Leadership Team members and internal/external stakeholders.
• Draft, review, and format emails, presentations, reports, and other business documents.
• Coordinate effectively with teams across functions and locations.
• Maintain a professional, responsive, and service-oriented approach while handling senior stakeholders.

5. Documentation & Presentation Support

• Assist in preparing PowerPoint presentations, reports, meeting packs, and other leadership communication materials.
• Maintain proper documentation, records, and filing systems.
• Ensure accuracy, consistency, and confidentiality of all business documents.

6. Pool Support & Flexibility

• Work as part of a centralized pool of secretarial support for the Leadership Team.
• Provide backup support to other LT members and Executive Assistants during planned or unplanned absences.
• Prioritize and manage multiple requests based on business urgency.
• Demonstrate flexibility to support different leaders and functions as required.

7. Confidentiality & Professionalism

• Handle sensitive and confidential information with the highest level of discretion and integrity.
• Maintain professionalism while interacting with senior leaders, employees, customers, and external stakeholders.
• Exercise sound judgment in managing confidential information and sensitive communications.

Qualifications & Experience

• Graduate in any discipline.
• 510 years of experience in Executive Assistant, Secretary, Executive Coordination, or similar administrative roles.
• Experience supporting senior leadership or CXO-level stakeholders will be preferred.
• Excellent knowledge of Microsoft Office, particularly Outlook, PowerPoint, Excel, and Word.
• Experience in calendar management, travel coordination, meeting management, and expense administration.

Key Competencies

• Strong organizational and planning skills.
• Excellent written and verbal communication.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong stakeholder management skills.
• High level of ownership and attention to detail.
• Ability to work independently and proactively.
• Professional maturity and executive presence.
• High degree of confidentiality, integrity, and discretion.
• Flexibility to work in a pooled support model and adapt to changing business priorities.