Executive Assistant

Incedo Inc. · Gurugram, India

Experience Required: 5-7 Years Employment

Overview of the Role:

We are looking for a dynamic and highly organized Executive Assistant (EA) to provide comprehensive administrative and coordination support to senior leadership in a corporate environment. The ideal candidate should possess excellent communication, stakeholder management, scheduling, and coordination skills, along with the ability to handle confidential information with professionalism and maturity.

Key Responsibilities:

Calendar & Meeting Management

• Manage and coordinate calendars, meetings, appointments, and travel schedules for senior leadership.
• Organize internal and external meetings, leadership reviews, and stakeholder discussions.
• Prepare meeting agendas, MOMs (Minutes of Meeting), and follow-up action trackers.
• Coordinate conference calls, virtual meetings, and leadership visits.

Travel & Logistics Coordination

• Manage domestic and international travel arrangements including flights, hotels, transportation, and itineraries.
• Coordinate travel-related documentation, reimbursements, and approvals.
• Ensure smooth logistics management for leadership travel and events.

Stakeholder Coordination

• Act as a point of contact between leadership and internal/external stakeholders.
• Coordinate with cross-functional teams for business updates, reports, and action items.
• Maintain effective communication and ensure timely follow-ups on pending tasks.
• Administrative Support
• Prepare presentations, reports, dashboards, and business documents.
• Manage expense statements, invoices, and administrative records.
• Support leadership in day-to-day operational and administrative activities.
• Handle confidential and sensitive information with discretion.
• Event & Engagement Coordination
• Assist in organizing leadership meetings, town halls, team events, and engagement initiatives.
• Coordinate venue bookings, communication, and event logistics.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel, PowerPoint, Word, Outlook).
• Strong stakeholder management and coordination skills.
• Ability to work under pressure and manage priorities effectively.
• High level of professionalism, maturity, and confidentiality.
• Comfortable working with Individuals based across various states
• Exhibits a growth mindset with willingness to learn and take on responsibilities beyond the defined scope of role
• Proactive and solution-oriented approach
• Strong ownership and accountability

Preferred Qualifications

• Graduate/Postgraduate in any discipline.
• 5–7 years of experience as an Executive Assistant, Coordinator, or Administrative Executive in a corporate environment.
• Experience supporting senior leadership or business heads preferred.