Executive Assistant

at  Virtusa

SUMMARY

The Executive Assistant provides various support services to the Chief People Officer (CPO). Responsibilities include handling correspondence, scheduling meetings, travel arrangements, internal and external communications, and supporting administrative staff as needed. The ability to act independently, apply sound judgment, and maintain confidentiality are essential.

Primary Duties and Responsibilities:

• Maintains the CPO’s calendar, proactively managing scheduling conflicts, and ensuring smooth coordination for meetings and travel arrangements.
• Organizes meetings, prepares agendas, and provides logistical support for both internal and external meetings.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Coordinate travel plans, both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure executive have appropriate travel itinerary and/or documentation.
• Work directly with the CPO to support all aspects of daily work routine.
• Keep the CPO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support and work on special initiatives for global Human Resources department.
• Prepare, reconcile, and submit expense reports. Process PO/ PRs for vendors.
• Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with employees. Provides the highest level of professionalism and confidentiality.
• Working with internal and external contacts, including board members, deals with a wide range of highly sensitive issues under tight deadlines/pressures.
• Coordinate internal and external stakeholders, provide logistical and travel support, to other staff assigned to the CPO’s and work on operations related special projects and support.
• Exercises independent judgment concerning matters requiring the Officers attention to assure timely action.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

Experience:

• Education: AA or BA degrees preferred, but not required
• At least five years of experience providing executive support to senior leadership, C-level executives, or department heads.
• Strong verbal and written communication skills
• Demonstrated ability to communicate professionally and non-judgmentally in both written and verbal formats.
• Thrives in a fast-paced environment with excellent organization and time-management skills.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Ability to manage multiple projects, deadlines, and schedule changes simultaneously and promptly.

• Maintains the CPO’s calendar, proactively managing scheduling conflicts, and ensuring smooth coordination for meetings and travel arrangements.
• Organizes meetings, prepares agendas, and provides logistical support for both internal and external meetings.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Coordinate travel plans, both domestic and international, to include meeting registration, hotel, and transportation needs, and ensure executive have appropriate travel itinerary and/or documentation.
• Work directly with the CPO to support all aspects of daily work routine.
• Keep the CPO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Routinely perform a wide variety of support and work on special initiatives for global Human Resources department.
• Prepare, reconcile, and submit expense reports. Process PO/ PRs for vendors.
• Sustain professionalism and confidentiality with all materials, and exercise caution when interfacing with employees. Provides the highest level of professionalism and confidentiality.
• Working with internal and external contacts, including board members, deals with a wide range of highly sensitive issues under tight deadlines/pressures.
• Coordinate internal and external stakeholders, provide logistical and travel support, to other staff assigned to the CPO’s and work on operations related special projects and support.
• Exercises independent judgment concerning matters requiring the Officers attention to assure timely action.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed