Administrative Assistant, Executive

What You’ll Do

Calendar management

• Manage calendars for multiple ELT members, scheduling and rescheduling internal meetings, customer calls, board-related sessions, and the weekly ELT meeting
• Coordinate across U.S. and India time zones; double-check every invite for correct time, time zone, attendees, dial-in, and location before it goes out
• Review each ELT member's calendar daily for the next 48 hours and weekly for the next two weeks, flagging conflicts, double bookings, and missing prep time
• Confirm external meetings 24 hours in advance and follow up on any unanswered invites or pending RSVPs 
• Prepare meeting logistics: agendas, pre-reads, video links, and room bookings, and confirm materials are distributed on time 
• Track action items and owners from ELT meetings you support, and follow up until each item is closed 
• Schedule and support ELT working sessions, offsites, and leadership visits to the Bangalore center 

Travel coordination

• Book and manage domestic and international travel for ELT members, including flights, hotels, ground transportation, and meals or event reservations 
• Build complete itineraries with confirmation numbers, addresses, contacts, and time-zone-adjusted times, and send them before travel 
• Verify every booking against the traveler's preferences, meeting schedule, and DexCare travel policy before confirming 
• Coordinate U.S.–India travel, including visa and invitation letter support, local transport, and on-site arrangements in Bangalore 
• Monitor itineraries during travel and rebook quickly when flights change, are delayed, or are canceled 
• Follow up after every trip to collect receipts, confirm refunds or credits on canceled bookings, and close out open items 

Expense reporting

• Prepare, submit, and track expense reports for ELT members in DexCare's expense system 
• Match every charge to a receipt, code it to the correct category and cost center, and add a clear business purpose 
• Check reports for accuracy, policy compliance, and duplicate charges before submission 
• Submit reports within [X] days of each trip or by month-end, whichever comes first 
• Follow up with leaders on missing receipts and with Finance on rejected items, approvals, and reimbursements until each report is fully closed 
• Maintain an expense tracker showing the status of every open report, and share a weekly update with each ELT member 
• General administrative support 
• Act as a point of contact for ELT members, routing requests and following through to completion 
• Maintain confidential documents, contact lists, and shared files
• Support special projects and events as assigned

What You’ll Bring

• Exceptional attention to detail, demonstrated through a track record of accurate, error-free work on calendars, itineraries, and financial records 
• Disciplined follow-up habits: you keep a running list of open items, set your own reminders, and close loops without being asked 
• 3+ years of administrative or executive support experience, ideally supporting senior leaders at a U.S.-based or global company 
• Proven experience managing multiple executive calendars across time zones 
• Hands-on experience booking international corporate travel 
• Experience preparing expense reports in tools such as Concur, Expensify, or similar 
• Advanced proficiency in Microsoft 365 (Outlook, Teams, Excel, Word, PowerPoint) 
• Excellent written and spoken English, with clear, concise status updates 
• Strong organization and the ability to manage competing priorities for several leaders at once 
• Sound judgment and discretion with confidential information 
• Willingness to work a shift that overlaps U.S. Central Time business hours 
• Comfort using AI tools to work more efficiently
• Bachelor's degree in business administration, communications, or a related field preferred

What Success Looks Like

• Zero missed or double-booked ELT meetings caused by scheduling errors
• Every trip has a complete itinerary in the traveler's hands before departure
• Expense reports submitted on time with no rejections for missing receipts or miscoding
• No open item you own goes more than two business days without an update
• ELT members trust that once something is handed to you, it is handled