The Executive Assistant & Office Administrator role involves providing administrative support to the CEO and managing office operations, which includes calendar management, travel logistics, vendor management, and employee engagement events. The role also requires maintaining confidentiality and effective communication across time zones.
This is a dual role providing administrative support for Accellor Hyderabad and being the Executive Assistant to the CEO based in USA (Pacific time zone). You may additionally be required to support other leaders in the company. Given the role, you will be expected to maintain high level of confidentiality and maintaining discretion while handling sensitive information.
In this role, you will be required to work from Accellor Offices 5 days a week and support the USA based CEO virtually. You will be required to work at Accellor offices from 11 am to 4 pm. You will additionally support the CEO virtually over email, phone, text or WhatsApp till 11 PM IST
Responsibilities include but are not limited to:
As Executive Assistant to the CEO
- Daily activities will include challenging calendar management using Outlook, coordinating meetings and video/conference calls
- Scheduling both domestic and international travel and arranging for the team off-sites and events as required including flights, VISA applications, travel documents, car transports, hotel bookings, restaurant reservations and other travel related needs; this may require evening or weekend support, depending on the travel requirements
- Coordinating cross-functional meetings across various locations, ensuring great communication and collaboration teleconferences along with corresponding logistics, room reservations, catering, audio-visual equipment set-up, and other support needs
- Coordinate expense report processing and reconciliation of receipts and credit card statements for the CEO as needed
- Provide consolidation, formatting, and/or numbering of PowerPoint presentation slides as requested. Good understanding of Microsoft Excel and PowerPoint is a big plus
As Office Administrator
- Local vendor management and support in coordination with HR and finance teams.
- Assist with maintaining, conference rooms, office events and general supplies
- Provide seamless lobby coverage to receive deliveries, answer phones, and respond to visitors
- Supporting office employee engagement events including arranging food, snacks etc. for engagement activities
- Support recruitment activities and events at Accellor Hyderabad including candidate management and participating in campus hiring events.
- Mail management and package mailing
- Actively participate and support all culture initiatives and events
- 3+ years of relevant experience providing administrative support to 1 or more executives
- 3+ years of relevant experience coordinating travel logistics on behalf of 1 or more executives
- 3+ years of relevant calendar management and expense report management experience for 1 or more executives
- Strong organizational, project and time management skills; detail oriented. Ability to prioritize / multi-task projects and demands effectively.
- Willingness to support the executive across time zones. High availability from time to time to support the CEO
- Professional demeanor and team-player while maintaining positive, team-focused attitude. Proactive and excellent self-initiative.
- Excellent Communication Skills: Ability to effectively communicate both verbally and in writing with executives, clients, and internal stakeholders.
- Good experience on Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
- Calendar Management Skills: Ability to efficiently manage complex calendars and schedules.
- Problem-Solving Skills: Capacity to identify and resolve issues proactively.
- Discretion and Confidentiality: Ability to handle sensitive information with utmost confidentiality.
Top Skills
Excel
Microsoft
PowerPoint
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