EA Executive

Kairos Technologies Inc.; Thane; On-site; INR 600,000 - 800,000; Full time

Job summary

Kairos Technologies Inc. is seeking an organized Executive Assistant (EA) to support the Business Unit Head in day-to-day operations from our Thane/Mumbai office. The role requires 1–3 years of EA or related experience.

You will manage calendars, coordinate meetings, prepare notes and reports, and handle confidential information while liaising with Sales, Delivery, Finance, HR, and Operations. A proactive mindset and strong MS Office skills are essential.

Qualifications

• Graduate in any discipline.
• 1–3 years of experience as EA or similar role.
• Experience supporting senior management preferred.
• Office-based role with stakeholder coordination.

Responsibilities

• Manage BU Head's calendar, meetings, and schedules.
• Coordinate internal/external meetings including agendas.
• Prepare notes, MOMs, reports, and business updates.
• Ensure timely follow-up on action items from meetings.
• Coordinate with Sales, Presales, Delivery, Finance, HR and Operations.
• Maintain MIS, trackers, dashboards, and reports.
• Handle confidential information with discretion.
• Arrange travel, itineraries, hotels for business trips.
• Support leadership meetings, reviews, events and initiatives.
• Draft professional emails on behalf of BU Head.

Skills

Communication

Organization

Follow-up

Multitasking

Stakeholder coordination

Proactive ownership

Education

Graduate in any discipline

Tools

MS Excel

PowerPoint

Word

Outlook

Job description

Job Description Executive Assistant (EA)

Designation: Executive Assistant (EA)
Location: Thane / Mumbai
Experience: 1–3 Years

Role Overview

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant (EA) to support the Business Unit Head in managing day-to-day administrative, coordination, and business-related activities.

The ideal candidate should have excellent communication and interpersonal skills, strong follow-up capabilities, good attention to detail, and the ability to manage multiple priorities in a fast-paced business environment.

Key Responsibilities

• Manage the calendar, meetings, appointments, and schedules of the Business Unit Head.
• Coordinate internal and external meetings, including scheduling, agendas, and meeting logistics.
• Prepare meeting notes, MOMs, presentations, reports, and business updates as required.
• Ensure timely follow-up on action items and commitments arising from meetings.
• Coordinate with internal teams such as Sales, Presales, Delivery, Finance, HR, and Operations for business-related requirements.
• Assist the BU Head in tracking key business activities, targets, reviews, and deliverables.
• Prepare and maintain MIS, trackers, dashboards, and reports.
• Handle confidential business and employee-related information with discretion.
• Coordinate with customers, partners, vendors, and other external stakeholders whenever required.
• Manage travel arrangements, itineraries, hotel bookings, and other logistics for business travel.
• Support leadership meetings, reviews, events, and business initiatives.
• Draft and manage professional emails and business communication on behalf of the BU Head when required.
• Maintain organized records, documents, presentations, and other important business information.
• Proactively identify pending tasks and ensure closure through regular follow-ups.
• Handle ad-hoc assignments and special projects as directed by the BU Head.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Good proficiency in MS Excel, PowerPoint, Word, and Outlook.
• Ability to prepare professional presentations and reports.
• Strong attention to detail and accuracy.
• Ability to handle confidential information professionally.
• Multitasking ability and capability to work under tight deadlines.
• Strong interpersonal skills and ability to coordinate with senior stakeholders.
• Proactive approach with a strong sense of ownership.

Desired Candidate Profile

• Graduate in any discipline.
• 1–3 years of experience as an Executive Assistant, Management Trainee, Business Coordinator, or similar role.
• Candidates with experience supporting senior management / business leadership will be preferred.
• Should be comfortable working from the office and coordinating with multiple stakeholders.
• Should demonstrate maturity, professionalism, responsiveness, and discretion.