Executive Administrative Assistant

Who We Are

We are a media neutral collective of passionate storytellers. We specialise in experiential marketing, integrated events, MICE and brand communications. With offices in major cities and partners worldwide, we curate brand experiences globally. Always ready with our laptops and a spare set of clothes, we love what we do!

Know Us More

https://gobeep.in/

https://www.instagram.com/beepexperience

Role & Responsibilities : Executive Administrative Assistant

Executive Support

• Manage the executives calendar, meetings, and appointments
• Coordinate internal and external meetings, including scheduling, agendas, and follow-ups
• Act as the primary point of contact between the executive and stakeholders
• Handle confidential information with discretion and professionalism

Communication & Coordination

• Draft, review, and manage emails, letters, and official communication
• Coordinate with internal teams, vendors, and partners on behalf of the executive
• Screen and prioritize calls, messages, and requests

Documentation & Reporting

• Prepare and maintain reports, presentations, and meeting minutes
• Organize and manage files, records, and documentation (digital & physical)
• Assist in preparing MIS reports and tracking action items

Travel & Logistics Management

• Plan and manage travel arrangements (flights, hotels, visas, itineraries)
• Handle expense tracking and reimbursements
• Coordinate logistics for offsite meetings, events, and conferences

Office & Administrative Operations

• Support day-to-day office administration
• Coordinate with HR, Finance, and Operations teams for approvals and documentation
• Ensure smooth execution of administrative processes and workflows

Task & Priority Management

• Track deadlines and ensure timely follow-ups
• Assist in prioritizing tasks and managing executive bandwidth
• Anticipate requirements and proactively flag issues

Stakeholder & Relationship Management

• Build and maintain strong relationships with key stakeholders
• Represent the executive professionally in meetings and communications
• Coordinate with senior leadership and cross-functional teams