Executive Assistant

Join us as we work to create a thriving ecosystem that delivers accessible, high-quality, and sustainable healthcare for all.

We are looking for a dynamic individual to join us as a Senior Executive Assistant in our Bangalore office. This role is majorly responsible for providing support towards tracking & co-ordination, Calendar management, and Travel Logistics, adhoc project co-ordination etc; to Leadership (VP & ED) at the athenahealth Bengaluru - Whitefield office. This role reports directly to the Executive Director.

Job Responsibilities:

60% [Primary Function]

• Calendar management/meeting schedules/ Meeting co-ordination/  travel co-ordination 
• Responsible for Calendar Management (VP & ED) involving scheduling 1-1 meetings, recurring meetings with teams in India, skip level and team meetings, and meetings with key US stakeholders
• Tracking action items from various meetings such as staff meetings, team meetings etc.
• Travel logistics involving coordination with travel for ticket booking, ground transport, insurance, hotel booking, meeting schedules for both domestic / international travels and timely Submission of expense claims to be done
   

30% Project Co-ordination 

• Responsible for coordination, venue finalization and tracking of various small projects – such as 
• training program coordination of L0 Product training, Agile Training and other non L&D training programs. To ensure Venue finalization by taking care of date fixation for the entire year, inviting new hires for the month, co-ordination with the managers of the attendees
• Responsible for organizing SoW with legal team and the consulting company as needed, Registration of SoW with Legal/ Procurement team, Reporting the status of coordination efforts 
• Tracking and reporting the employee engagement activities
• Tracking and reporting of the Attrition at Bangalore 
• Required to weekly review of WFA Tool and make sure data is current at periodic intervals 
• Prepare and maintain current Org chart 
   

10% Other adhoc project coordination

• Responsible for the creation of a common forum/ platform, Creation of Bangalore Events Calendar to keep the employees informed of the events happening in the location enabling them for their planning and also avoid conflicts by other event organizers 
• Publication of L0 Product Training and Agile training dates in the Events Calendar well in advance
• Responsible for handling Offsite Venue as applicable
• Responsible to get the required budget approvals and co-ordinate with the finance and vendor as applicable
• To Provide additional support during SLT/EST visit to AHI 

Education & Experience & Skills required:

• Any Degree with minimum 3 – 5 years of prior experience in an administrative role reporting directly to Senior management
• Proficiency with office productivity tools like Outlook, MS Word, MS Excel, MS Powerpoint Visio etc.

• Excellent verbal and written communication skills
• Good Interpersonal skills and co-ordination skills
• Strong organizational skills and the ability to multitask
• Strong time-management skills and an ability to organize and coordinate multiple activities simultaneously.