Administrative Assistant-EMEA & APJ at Kong in Bangalore, India

Job description

• Application
• If you don’t think you meet all of the criteria below but are still interested in the job, please apply. Nobody checks every box - we’re looking for candidates that are particularly strong in a few areas, and have some interest and capabilities in others.
• The Administrative Assistant provides high-quality administrative and operational support to the EMEA & APJ Sales VPship team. The role is responsible for keeping senior leaders organized, on schedule, and focused on their highest priorities.
• This is an execution-focused role centered on calendar management, travel coordination, expense administration, and day-to-day logistics. The position reports to the Executive Assistant to the CRO and is not responsible for business strategy, content ownership, or analysis.

Responsibilities

• Calendar & Schedule Management
• Own and manage complex, multi-time-zone calendars for EMEA & APJ Sales VPs.
• Anticipate and proactively resolve scheduling conflicts with minimal disruption.
• Prioritize meeting requests based on leadership priorities, business rhythms, and urgency.
• Coordinate effectively with internal and external stakeholders to schedule meetings efficiently.
• Ensure leaders are well prepared and their schedules remain organized and optimized.
• Travel Coordination
• Coordinate end-to-end domestic and international travel, including flights, hotels, ground transportation, and visas.
• Develop clear, detailed travel itineraries and travel briefs to minimize friction for leaders.
• Monitor travel plans and proactively manage changes, delays, and disruptions.
• Ensure all travel arrangements comply with company policies and processes.
• Expense Management
• Prepare, submit, and track expense reports on behalf of supported leaders.
• Ensure expenses are submitted accurately, promptly, and in accordance with company policies.
• Manage expense-related follow-ups, questions, and reconciliations as needed.
• General Administrative Support
• Serve as the primary administrative point of contact and liaison for the EMEA & APJ Sales VPs.
• Manage incoming and outgoing communications, document distribution, and administrative inquiries with professionalism and discretion.
• Maintain well-organized digital files and ensure accurate record-keeping of key documents and administrative assets.
• Identify opportunities to improve administrative processes and proactively recommend practical solutions.
• Handle sensitive and confidential information with a high degree of discretion and sound judgment.

Requirements

• Required
• 3+ years of experience as an Executive Assistant, Administrative Assistant, or in a similar role supporting senior business leaders.
• Demonstrated experience managing complex, multi-time-zone calendars with a high degree of accuracy and prioritization.
• Experience coordinating domestic and international travel and preparing detailed travel itineraries.
• Proficiency with expense management tools and processes.
• Excellent written and verbal communication skills in English, with professional fluency.
• Strong organizational and time-management skills, with the ability to manage multiple priorities without losing attention to detail.
• High level of discretion and sound judgment when handling sensitive or confidential information.
• Proficiency with productivity and collaboration tools such as Google Workspace, Microsoft 365, Slack, Zoom, and Concur or similar expense platforms.
• Experience supporting senior leaders within a global or matrixed organization.
• Experience working with stakeholders across multiple regions and time zones.
• Familiarity with EMEA business practices and European and Asia-Pacific working environments.
• Proficiency in one or more additional European or Asia-Pacific languages.

Skills

Required

• Proactive and detail-oriented
• Google Workspace
• Microsoft 365
• Slack
• Zoom
• Concur or similar expense platforms