Executive Assistant To Chief Operating Officer

2 days ago

Ahmedabad, India ALL Four Season Travels Full time

Company Description

All Four Season is a Luxury Travel Company based in Ahmedabad committed to creating unforgettable travel experiences for leisure and corporate travelers alike. We are passionate about travel and sharing the world's wonders while providing best-in-class services to facilitate our travelers' business and personal travel needs.

Role Description

The Executive Assistant (EA) will provide high-level administrative and strategic support to the COO, ensuring the smooth operation of daily activities, effective communication, and time optimization. The role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Job Details

  1. Calendar Management & Scheduling

  2. Manage and coordinate the COO's calendar, appointments, and meetings.

  3. Prioritize and resolve scheduling conflicts.

  4. Ensure the COO is prepared for all meetings with agendas, presentations, and notes.

  5. Communication & Correspondence

  6. Serve as the point of contact between the COO and internal/external stakeholders.

  7. Screen and prioritize emails, calls, and messages.

  8. Draft professional correspondence, reports, and presentations.

  9. Meeting Coordination

  10. Organize and prepare materials for executive meetings, board meetings, and other high-level engagements.

  11. Take minutes, track action points, and follow up to ensure completion.

  12. Travel & Logistics Management

  13. Plan and manage all travel arrangements, including flights, accommodations, itineraries, and visa documentation.

  14. Ensure all travel-related plans align with the COOs schedule and commitments

  15. Strategic Support

  16. Assist with research, data analysis, and preparation of strategic presentations.

  17. Support the COO in decision-making by gathering and summarizing information.

  18. Confidentiality & Professionalism

  19. Handle sensitive and confidential information with discretion and professionalism.

  20. Ensure a high degree of trust, loyalty, and accountability in all interactions.

  21. Project Management

  22. Oversee special projects and initiatives as directed by the COO.

  23. Collaborate with cross-functional teams to ensure deliverables are met on time.

  24. Administrative Duties

  25. Maintain organized records and filing systems.

  26. Process expense reports, invoices, and other administrative tasks as required.

Qualifications & Skills:

  • Education: Bachelors degree in Business Administration, Management, or a related field.
  • Experience: Minimum of 5+ years of experience as an Executive Assistant, preferably supporting C-suite executives.
  • Technical Skills: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other productivity tools.
  • Communication: Excellent verbal and written communication skills.
  • Organizational Skills: Strong multitasking, time management, and prioritization abilities.
  • Interpersonal Skills: Proactive, resourceful, and adaptable with strong attention to detail.
  • Professionalism: High level of discretion, integrity, and professionalism in handling confidential matters.

Preferred Skills:

  • Prior experience in (Industry, e.g., Travel, Technology, Healthcare, etc.).
  • Ability to manage projects independently and work under pressure.
  • Familiarity with virtual collaboration tools (Zoom, Teams, Slack, etc.).

Strong problem-solving and critical-thinking abilities.

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