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.
