DexCare

Health-system platform for patient care discovery

Administrative Assistant - Executive

Executive SupportConfirmed live in the last 24 hours

Full-timeBengaluru, Karnataka, IndiaNo salary listed

About the Job

Requirements

Demonstrated exceptional attention to detail through accurate, error-free work on calendars, itineraries, and financial records.
Disciplined follow-up habits, including tracking open items, setting reminders, and closing loops independently.
At least 3 years of administrative or executive support experience; experience supporting senior leaders at a U.S.-based or global company is ideal.
Proven experience managing multiple executive calendars across time zones.
Hands-on experience booking international corporate travel.
Experience preparing expense reports using Concur, Expensify, or a similar tool.
Advanced proficiency in Microsoft 365, including Outlook, Teams, Excel, Word, and PowerPoint.
Excellent written and spoken English, with the ability to provide clear, concise status updates.
Strong organization and ability to manage competing priorities for several leaders simultaneously.
Sound judgment and discretion when handling confidential information.
Willingness to work a shift that overlaps U.S. Central Time business hours.
Comfort using artificial intelligence tools to work more efficiently.

Responsibilities

Manage calendars for multiple Executive Leadership Team members, scheduling and rescheduling internal meetings, customer calls, board-related sessions, and the weekly Executive Leadership Team meeting.
Coordinate across U.S. and India time zones and verify meeting invitations for time, time zone, attendees, dial-in details, and location before sending.
Review each Executive Leadership Team member's calendar daily for the next 48 hours and weekly for the next two weeks, flagging conflicts, double bookings, and missing preparation time.
Confirm external meetings 24 hours in advance and follow up on unanswered invitations or pending RSVPs.
Prepare meeting logistics, including agendas, pre-reads, video links, and room bookings, and confirm materials are distributed on time.
Track action items and owners from supported Executive Leadership Team meetings and follow up until each item is closed.
Schedule and support Executive Leadership Team working sessions, offsites, and leadership visits to the Bengaluru center.
Book and manage domestic and international travel for Executive Leadership Team members, including flights, hotels, ground transportation, and meal or event reservations.
Build complete itineraries with confirmation numbers, addresses, contacts, and time-zone-adjusted times, and send them before travel.
Verify bookings 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 Bengaluru.
Monitor itineraries during travel and rebook promptly when flights change, are delayed, or are canceled.
Follow up after each trip to collect receipts, confirm refunds or credits for canceled bookings, and close out open items.
Prepare, submit, and track expense reports for Executive Leadership Team members in DexCare's expense system.
Match each charge to a receipt, code it to the correct category and cost center, and add a clear business purpose.
Check expense reports for accuracy, policy compliance, and duplicate charges before submission.
Submit expense reports within the specified number of days after each trip or by month-end, whichever comes first.
Follow up with leaders about missing receipts and with Finance about 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 Executive Leadership Team member.
Act as a point of contact for Executive Leadership Team members, routing requests and following through to completion.
Maintain confidential documents, contact lists, and shared files.
Support special projects and events as assigned.

Desired Qualifications

A bachelor's degree in Business Administration, Communications, or a related field is preferred.

Who is DexCare?

DexCare optimizes time in healthcare, streamlining patient access, reducing waits, and enhancing overall experiences. Guided by our mission – Nobody waits for care – DexCare addresses tech gaps by aligning supply and demand to modernize healthcare infrastructures for an inclusive ecosystem. We are equally committed to our DEIB mission: Creating an inclusive workplace where diversity drives innovation, equity ensures fairness, and belonging strengthens collaboration, enabling everyone to thrive.

What is DexCare?

DexCare, a digital care orchestration platform, streamlines care delivery logistics. It empowers healthcare systems to predict constraints and precisely schedule services, optimizecapacity, and cuts operational costs. Currently serving 57 million patients, including Kaiser Permanente and Providence, DexCare ushers in a new era of digital-care access, ensuring health systems can efficiently track and deliver every hour of capacity for consumer ease. 

For more information, visit www.dexcare.com or follow us on LinkedIn.

About The Role 

DexCare is looking for an Administrative Assistant to support our Executive Leadership Team (ELT). You will own the logistics that keep our senior leaders focused and moving: calendars, travel, and expense reporting. You will work from our Bangalore office with a schedule that overlaps U.S. business hours, acting as a reliable, proactive partner to leaders across both locations.

Two traits define success in this role:

Meticulous attention to detail. You catch the wrong time zone on an invite, the missing receipt, and the connecting flight that is too tight, before they become problems. Your work is right the first time.
Relentless follow-up. Nothing you own goes quiet. You close every loop, confirm every change, chase every open item to completion, and tell leaders where things stand before they ask.

You will work closely with the COO's Executive Assistant in the U.S. to coordinate priorities and coverage, and you will handle confidential information with discretion.

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

DexCare is an Equal Opportunity Employer

DexCare is an equal opportunity employer. All qualified applicants will be considered for employment without regard to race, caste, religion, colour, sex, gender identity or expression, sexual orientation, marital status, pregnancy or maternity, age, disability, or any other status protected under applicable Indian law. DexCare provides reasonable accommodation to applicants with disabilities, in line with the Rights of Persons with Disabilities Act, 2016.

About the Company

DexCare

Health-system platform for patient care discovery

DexCare provides a digital platform that helps health systems manage how patients find and access medical care. The platform functions as a coordination engine that matches patient needs with available clinical resources in real-time. It works by analyzing data across various care settings—such as virtual visits, urgent care, or specialist appointments—to direct patients to the most appropriate provider based on their specific requirements and the health system's current capacity. Unlike traditional scheduling tools that simply list available times, DexCare focuses on "patient discovery," which actively balances supply and demand to ensure clinical expertise is used efficiently. This approach has helped health systems increase their acquisition of new patients by 30%. The company’s goal is to modernize the healthcare experience by reducing wait times and ensuring that every patient is matched with the right provider at the right time.

Company size: 51-200
Company stage: Series C
Total funding: $145M
Headquarters: Seattle, WA
Founded: 2021

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