Executive Assistant

Company Overview

Focaloid is an AI-first digital engineering company specialising in governed AI copilots,

enterprise AI solutions, and software products for global SaaS businesses. With 13+ years of

experience, 200+ clients, ISO/IEC 27001 certification, and partnerships including Databricks

and Anthropic, the company

Please visit our website - www.focaloid.com to learn more.

Job Details

FIELD

DETAILS

Job Title

Executive Process Associate (Office of the CBEO)

Experience

2- 4 years in EA-to-CXO, PMO or business-operations roles; IT

services preferred

Job Location

Infopark, Kakkanad, Kochi – Onsite

Employment Type

Full-time

About the role

The Executive Process Associate makes sure every decision taken in the CBEO's review calls

turns into an owned, dated action that gets done. You will run the operating rhythm of the

Office of the CBEO: preparing each review, capturing outcomes, and following up until

actions close.

This is not a diary-management or front-office role. It is a tracking and follow-through role

that needs the confidence to chase senior leaders, the judgement to escalate early, and the

discretion to handle confidential business, finance and people information.

You will also be the CBEO's early-warning system for process gaps, bringing recurring

blockers to the weekly process review with a proposed fix.

Key Responsibilities

• Run the review calendar: set up and manage the CBEO's recurring reviews across

sales campaigns, recruitment, finance, ISO 27001, data and process documentation.

• Prepare every call: send the agenda in advance, collect updates from owners, and

give the CBEO a one-page brief.

• Capture what matters: take minutes as decisions, actions (with owner and due date)

and open questions.________________________________________________________

• Close the loop: send minutes within 2 hours, keep the master action tracker current,

follow up before due dates, and escalate anything overdue.

• Improve how we work: spot process gaps and bring them, with a proposed fix, to the

weekly process review.

• Handle information with care: work with confidential business, finance and people

data every day.

Must-have requirements

• Experience: 2–4 years as an Executive Assistant to a CXO, in a PMO, or as a

business/project coordinator, ideally in an IT services company.

• Tracking track record: has personally owned a tracker or action log for at least 6

months, and can show how actions were updated, followed up and closed.

• Escalation: can give a specific example of escalating a missed deadline, including

how it was raised and what happened next.

• Advanced Excel: XLOOKUP/VLOOKUP, pivot tables, conditional formatting, data

validation, filters and basic dashboards.

• Microsoft 365: confident with Outlook (calendars, recurring series, rules), Teams

(meetings, channels) and SharePoint (folders, permissions, version history).

• Written English: clear, concise minutes and emails that a reader can act on without a

follow-up question.

• Stakeholder confidence: comfortable chasing senior leaders politely and persistently.

• Discretion: trusted with confidential information across sales, finance, hiring and

security.

• Work mode: willing to work onsite full-time in Kakkanad, Kochi.

• Education: a bachelor's degree in any discipline; business, commerce or management

preferred.

Good to have

• Business-operations, chief-of-staff or founder's-office experience.

• Exposure to ISO 27001, SOC 2 or other audits: evidence collection, control owners,

audit findings.

• Hands-on use of HubSpot or another CRM, and/or an applicant tracking system

(ATS).

• Daily use of AI tools such as Claude or ChatGPT for drafting, summarizing and

analysis.

• Familiarity with Power BI, Microsoft Lists, Planner or similar tracking tools.