Executive Assistant

Calendar Management:

• Coordinate and schedule all internal and external meetings for Partners and Principals, working with appropriate individuals to prioritize urgent and important tasks.
• Manage multiple calendars across offices to coordinate recurring meetings.
• Schedule Board of Directors meetings, including logistics and calendaring.
• Coordinate registration, logistics, and meeting scheduling for annual conferences.
• Proactively address scheduling conflicts and propose alternative solutions.
• Ensure synchronization of professional and personal calendars.
• Assist with calendaring and coordination of the firm s social and annual events.

Travel Management:

• Coordinate complex India and global travel schedules, including flights, ground transportation, hotels, meeting coordination, and restaurant reservations.
• Master the art of travel planning, ensuring seamless and efficient trips.
• Track and prepare expense reports related to travel and other business expenses.

Expense Management:

• Coordinate expense reimbursements through the CFO and reconcile expenses for Partners and Principals.

Contact and Visitor Management:

• Maintain an organized rolodex of key contacts and keep a detailed log of office visitors.

Additional Administrative Support and Office Management:

• Plan and coordinate team offsites, meetings, and dinners.
• Collaborate with other related staff members to plan and manage internal and external events.
• Provide additional support for office operations and general administrative tasks as needed.

Requirements and Desired Qualifications:

• Polished and professional demeanour with a focus on exceptional customer service and executive presence.
• Ability to interact with all levels, including external executives and investors.
• Expert skills in Microsoft Office programs (PowerPoint, Word, Excel, Outlook) and software such as Zoom, Expensify, Affinity.
• Strong written and verbal communication skills.
• Ability to proactively manage changing priorities to ensure exceptional support and follow-through.
• Exceptional organizational skills with strong attention to detail.
• Comfort and enthusiasm for working in a fast-paced, collaborative, results-oriented environment.
• Keen sense of observation with the ability to anticipate and respond promptly to the team s needs.
• At least 5 years of experience in a similar position.
• Bachelor s degree preferred.