Executive Assistant

Fragomen · Kochi, India

Note: This role will follow a work week of Sunday to Thursday (11: 30 AM to 7:30 PM IST)

Calendar & Schedule Management

• Proactive management of business and personal calendars, ensuring effective alignment of commitments and priorities.
• Scheduling and coordination of appointments, meetings, and business engagements across multiple stakeholders and time zones.

Meeting Coordination & Follow-Up

• Coordinating internal and external meetings, including scheduling, availability checks, and logistical
• arrangements.
• Preparing and circulating meeting agendas in advance.
• Attending meetings as required to capture discussion points, decisions, and action items.
• Preparing and distributing meeting minutes and tracking follow-up actions to completion.
• Coordinating any specific meeting requirements to ensure smooth execution.

Email & Communication Management

• Managing shared mailboxes, monitoring incoming communications, routing emails and requests to the appropriate stakeholders, and tracking responses and follow-up actions as needed.
• Assisting with administrative communications and correspondence management.

Travel & Visa Support

• Managing end-to-end travel planning, including flight bookings, accommodation arrangements, ground
• transportation, and itinerary preparation.
• Coordinating visa-related requirements by liaising with internal visa and immigration teams and ensuring timely completion of travel formalities.

Expense & Administrative Support

• Processing expense claims and reimbursements through internal systems and portals in a timely manner.
• Coordinating digital signature requests following applicable legal and internal review processes.
• Providing general administrative and operational support as required.

Research & Business Intelligence Support

• Conducting preliminary research on clients, stakeholders, and business-related matters.
• Monitoring relevant industry, client, and market developments and providing concise updates that may be useful for business discussions and decision-making.

Action Tracking & Support

• Tracking action items, commitments, and key follow-ups arising from meetings and discussions.
• Coordinating with internal and external stakeholders to ensure timely completion of deliverables.
• Providing proactive administrative support to help manage day-to-day priorities effectively

Flexibility & Responsiveness

• Flexibility to provide support outside regular business hours, when required, particularly during urgent business needs or crisis situations.