Executive Assistant to COO

Job Title: Executive Assistant to the COO

Location: Company Headquarters - Mumbai

Office-based with mobility for errands and coordination tasks

Department: Executive Office / Administrative Support

Reports To: Chief Operating Officer (COO)

Job Description

We are looking for a dynamic, trustworthy, and well-organized Secretary/Executive Assistant to the COO to assist in managing day-to-day administrative, personal, and operational tasks. The ideal candidate should be fluent in English, Hindi, and Marathi, possess strong communication and follow-up skills, and have a valid driver's license to support external coordination as required.

This position involves handling calendar management, travel coordination, gift bookings, document handling, and liaising with internal and external stakeholders on behalf of the COO. The candidate must be flexible, responsive, and maintain a high level of confidentiality and professionalism.

Key Responsibilities

1. Executive Support

• Assist the COO in managing daily priorities, tasks, and follow-ups.
• Maintain and organize the COO's calendar: schedule appointments, meetings, events, and calls.
• Remind the COO of important deadlines and ensure all engagements are well-prepared and timely.

2. Coordination & Follow-Ups

• Follow up with internal departments and external parties on matters delegated by the COO.
• Draft and track email communications, documents, and notes.
• Keep the COO updated with relevant operational developments and pending tasks.

3. Travel & Logistics

• Liaise with travel agencies and service providers to book domestic and international flights, hotels, transportation, etc.
• Prepare travel itineraries and ensure all logistics are in place for smooth travel experiences.

4. Gifting & Personal Coordination

• Handle personal and corporate gift booking, purchase, and delivery logistics.
• Coordinate for special occasions, event RSVPs, or external communication as directed by the COO.

5. Driving & Mobility

• Should possess a valid driver's license and be capable of performing tasks that require travel or in-person coordination (e.g., submitting documents, collecting parcels, attending errands).

6. Administrative Support

• Maintain confidential records, digital files, and folders as per company standards.
• Prepare basic reports, presentations, meeting minutes, or summaries when needed.
• Help manage incoming calls, emails, and office correspondence for the COO.

7. Availability & Discretion

• Be available for urgent tasks beyond standard working hours when required.
• Uphold confidentiality, loyalty, and professionalism at all times.

Key Requirements

Education:

• Graduate in Business Administration, Commerce, Arts, or any equivalent field.
• Additional training in office administration or secretarial work is a plus.

Experience:

• 2–5 years of experience as a personal assistant, secretary, or executive assistant.
• Previous experience supporting C-level executives preferred.

Languages:

• Fluent in English, Hindi, and Marathi (spoken and written)

Skills & Competencies:

• Excellent communication, coordination, and interpersonal skills.
• Proficient in MS Office (Word, Excel, Outlook) and Google Calendar.
• Strong organizational and follow-up abilities.
• Ability to multitask, handle sensitive information, and work under pressure.
• Trustworthy, punctual, and self-motivated.
• Must hold a valid driver's license and be confident in city driving.

Work Environment:

• Office-based with flexibility for external coordination.
• May require early starts, extended hours, or weekend availability based on COO's schedule.
• Field travel or driving involved for administrative tasks, errands, and appointments.

Job Types: Full-time, Permanent

Pay: From ₹25,000.00 per month

Benefits:

• Flexible schedule
• Health insurance
• Paid time off
• Provident Fund

Application Question(s):

• Are you open to occasional extended hours or weekend support if business needs arise?
• Have you used tools like Google Calendar, Zoom, MS Teams, or task trackers? Please specify.
• This role sometimes involves handling personal tasks and local errands. Are you open to that as part of the role?

Experience:

• Executive Assistant: 2 years (Required)

Language:

• English, Hindi and Marathi (Preferred)

Willingness to travel:

• 75% (Preferred)

Work Location: In person