Executive Assistant to COO

Manage the executive’s calendar, appointments, meetings, and schedules.

Coordinate internal and external meetings and maintain meeting calendars.

Prepare presentations, reports, documents, and MIS as required.

Handle emails, correspondence, and follow-ups on behalf of management.

Coordinate with internal departments, clients, vendors, and external stakeholders.

Maintain confidential documents and business information.

Arrange travel, accommodation, and other logistics when required.

Prepare meeting agendas, minutes, and track action items.

Follow up with teams to ensure timely completion of assigned tasks.

Maintain records, files, and important documents.

Support management in day-to-day administrative and operational activities.

Handle multiple priorities and ensure deadlines are met.

Position Overview

We are looking for a proactive, well-organized and highly professional Executive Assistant (EA) to support the Managing Director in day-to-day business, administrative, coordination and strategic activities. The role requires excellent communication, confidentiality, multitasking and follow-up skills, with the ability to manage priorities in a fast-paced environment.

Key Responsibilities

• Plan, schedule and coordinate appointments, meetings, reminders, daily commitments and weekly calendars of the Managing Director.
• Receive, screen and prioritize calls and emails; take messages and ensure timely follow-up.
• Assist HNI and VIP customers, including coordination of critical outdoor catering, party orders and VIP reservations.
• Take dictations and prepare professional correspondence, notes and other communications based on instructions from the Managing Director.
• Prepare, edit and compile agendas, meeting minutes, presentations, reports and business documents.
• Organize and maintain physical and digital files, documents and office records while ensuring confidentiality and data security.
• Manage travel arrangements including flight/train bookings, hotel reservations and other travel requirements for the Managing Director and senior executives.
• Coordinate boarding and lodging arrangements for outstation visitors according to their requirements and preferences.
• Conduct primary and secondary research and prepare briefs, reports and presentations within defined timelines.
• Record important discussions and instructions of the Managing Director and convert them into actionable tasks and follow-up plans.
• Coordinate communication related to projects, new launches, expansion and diversification initiatives handled by the Managing Director's office.
• Act as a key point of contact between the Managing Director, employees, customers, vendors and other external stakeholders.
• Track work plans and tasks assigned by the Managing Director and monitor progress and deadlines.
• Coordinate with suppliers and vendors, including international vendors from countries such as China and Italy, regarding quotations, purchase orders, deliveries and payments.
• Obtain and compare quotations from suppliers, vendors and contractors and negotiate for competitive pricing and commercial terms.
• Coordinate procurement of materials and supplies based on the Managing Director's requirements and approvals.
• Coordinate maintenance, repair and upkeep of corporate offices, outlets and store infrastructure as required.
• Assist in induction and training coordination for selected employees associated with the Managing Director's office.
• Handle confidential information and sensitive business matters with a high degree of professionalism and discretion.
• Proactively identify pending matters, follow up with concerned stakeholders and ensure timely closure.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Proficiency in MS Office, MS Excel, PowerPoint and email communication.
• Strong drafting, documentation and presentation skills.
• Ability to handle confidential and sensitive information.
• Strong interpersonal and negotiation skills.
• Ability to multitask and manage changing priorities.
• Professional personality with strong attention to detail.
• Ability to interact confidently with HNI/VIP customers, senior management, vendors and external stakeholders.
• Willingness to work with flexible priorities and assigned shifts