Executive Assistant to CEO / COO

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.