Executive Assistant to COO

Company Description

AstaGuru, founded in 2008, is India's leading online auction house, focused on preserving and celebrating exceptional art and collectibles. The company hosts meticulously curated auctions featuring Modern & Contemporary Indian Art, antiques, rare timepieces, fine jewelry, vintage automobiles, and other distinctive treasures. With a strong emphasis on authenticity, every piece is vetted for provenance, rarity, and condition before being offered to collectors. As a 100% online platform, AstaGuru connects consignors and collectors across the globe, combining deep expertise with a passion for heritage. Team members contribute to shaping the future of collecting while honoring the legacy of timeless masterpieces.

Role Description

The Executive Assistant to the COO is a full-time, on-site role based in Mumbai, responsible for providing high-level administrative and operational support. Daily responsibilities include managing calendars, scheduling meetings, coordinating travel and accommodations, and preparing expense reports and key documents for the COO. The role involves drafting and reviewing correspondence, creating presentations, and maintaining organized records and files. The Executive Assistant will liaise with internal teams and external stakeholders to support strategic initiatives, track follow-ups, and ensure timely completion of action items. This position also requires handling confidential information with discretion, prioritizing tasks in a fast-paced environment, and helping streamline workflows for the COO's office.

Qualifications

• Strong executive administrative assistance and executive support skills, including calendar management and meeting coordination.
• Experience handling expense reports and basic financial tracking with attention to detail and accuracy.
• Solid communication skills for drafting emails, preparing documents, and coordinating with internal and external stakeholders.
• Proven administrative assistance capabilities, including documentation, filing, and office coordination.
• Ability to manage multiple priorities, work independently, and meet deadlines in a dynamic environment.
• High level of professionalism, discretion, and integrity when handling sensitive information.
• Proficiency with productivity tools (e.g., MS Office or similar suites, online calendars, videoconferencing platforms).
• Bachelor's degree in Business Administration, Commerce, Communications, or a related field, or equivalent practical experience.
• Prior experience supporting senior leadership or C-suite executives, preferably in luxury, art, or related industries, is an advantage.