Executive Assistant to CEO/COO

Job Description Position: Executive Assistant to CEO/COO Location: Bangalore (Hybrid Role) Experience: 7-10 Years Industry: Multinational Corporation (MNC) Department: Executive Support Job Overview: We are seeking a highly organized and proactive Executive Assistant to support our CEO and COO in the daily execution of their duties. This is a hybrid role based in Bangalore, offering the flexibility to work both remotely and on-site. The ideal candidate will have 7-10 years of experience in executive support, demonstrating advanced expertise in calendar management, document creation, correspondence handling, and effective coordination with various departments and stakeholders. This is a high-impact, fast-paced role that requires a strategic thinker who can balance multiple priorities and anticipate the needs of our C-suite executives. Key Responsibilities: 1. Calendar Management: - Schedule Coordination: Manage complex calendars for the CEO and COO, ensuring optimal use of their time. Handle meeting requests, prioritize urgent engagements, and resolve scheduling conflicts. - Travel Management: Coordinate both domestic and international travel, including flight bookings, hotel accommodations, ground transportation, and creating detailed itineraries. - Time Optimization: Act as the gatekeeper for the executives, ensuring that their time is effectively allocated to high-priority tasks and engagements. 2. Document & Presentation Support: - Document Creation: Draft, proofread, and edit reports, presentations, emails, and other documents for the CEO/COO, ensuring professionalism and accuracy in every communication. - Meeting Preparation: Prepare agendas, presentations, and briefing materials for board meetings, executive sessions, and other key discussions. - Follow-up & Action Tracking: Ensure the timely completion of action items from meetings, assisting in coordinating and tracking deliverables. 3. Internal & External Communication: - Liaison Role: Act as a primary point of contact for internal teams, clients, and external partners on behalf of the CEO and COO. - Correspondence Management: Manage emails, phone calls, and other communications with discretion, ensuring that all inquiries are handled promptly and professionally. - Confidentiality: Handle sensitive information with the utmost confidentiality and discretion. 4. Project Management Support: - Ad-hoc Projects: Provide executive-level support on special projects, initiatives, and operational matters, ensuring alignment with business objectives. - Cross-functional Coordination: Work with various departments (HR, Finance, Legal, etc.) to coordinate executive-level initiatives and follow up on key action points. 5. Event Planning & Coordination: - Corporate Events: Support in organizing corporate events, conferences, and team meetings. Oversee logistics, guest lists, catering, and any related needs. - Stakeholder Engagement: Ensure the smooth execution of events or engagements involving high-level internal and external stakeholders. 6. General Administration: - Office Support: Manage office supplies, coordinate with facilities management, and ensure the executive's workspace is organized and prepared. - Expense Management: Process and track expense reports, maintaining budgets, and ensuring compliance with corporate policies. Qualifications & Experience: - Experience: 7-10 years of proven experience in a senior-level executive assistant or administrative support role, ideally within a multinational corporation. - Education: Bachelor's degree or equivalent in Business Administration, Communications, or a related field (preferred). - Proven Expertise: Expertise in calendar management, document creation, communication handling, and executive-level support. - Strong Tech Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace, and familiarity with project management tools (e.g., Asana, Trello). - Attention to Detail: Exceptional organizational skills with an eye for detail, time management, and the ability to prioritize tasks effectively. - Communication: Strong written and verbal communication skills, with the ability to interact with stakeholders at all levels. - Problem-Solving: A proactive and resourceful approach to handling complex challenges and unanticipated changes in priorities. - Confidentiality: High level of professionalism and discretion in handling confidential information. Key Competencies: - Adaptability: Ability to thrive in a dynamic and fast-paced work environment. - Proactivity: Anticipate the needs of the CEO/COO and act swiftly to address them. - Time Management: Expert ability to manage multiple tasks and deadlines simultaneously. - Team Player: Strong interpersonal skills and the ability to work collaboratively with cross-functional teams. - Cultural Sensitivity: Ability to interact with international stakeholders and navigate cultural differences with ease.