Executive Assistant

COLUMBIA Shipmanagement Ltd.; Mumbai; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

COLUMBIA Shipmanagement Ltd. in Mumbai is seeking an experienced Executive Operations professional to support the CEO and senior leadership.

The role focuses on calendar management, travel coordination, and ensuring executive priorities are translated into actionable plans. You will consolidate management reports, coordinate cross-functional initiatives, and help drive continuous process improvements across offices worldwide.

Qualifications

• Bachelor’s degree in business administration, HR, management, operations, or related field.
• Master’s degree or professional certification is an advantage.
• Experience supporting C-level executives or senior leadership in multinational settings.
• Strong organizational, planning, and confidentiality skills.

Responsibilities

• Manage CEO calendar, meetings, and travel coordination.
• Prepare agendas, record minutes, track action items, and follow up.
• Organize leadership meetings, town halls, and executive communications.
• Coordinate domestic and international travel for senior management.
• Produce weekly, monthly, and ad hoc management reports.
• Act as central liaison across Operations, Technical, Finance, HR, IT, and external stakeholders.
• Support continuous improvement of processes and digital workflows.

Skills

Stakeholder management

Executive support

MS Office proficiency

Analytical skills

Project coordination

Education

Bachelor's degree in Business Administration or related

Master's degree or professional certification (advantage)

Tools

MS Office

CRM/ERP systems

Job description

• Manage the CEO’s calendar, meetings, travel coordination, and executive priorities.
• Prepare agendas, record meeting minutes, monitor action items, and ensure timely follow-up.
• Organize leadership meetings, town halls, and executive communications.
• Coordinate domestic and international travel arrangements for senior management.

Business Operations & Reporting

• Prepare and consolidate weekly, monthly, and ad hoc management reports.
• Monitor project progress and coordinate updates across multiple business functions.
• Track key deliverables and ensure timely completion of assigned actions.
• Support management with operational reporting and business analytics.

Cross-Functional Coordination

• Act as a central point of coordination between Operations, Technical, Finance, HR, IT, Procurement, and external stakeholders.
• Facilitate communication across international offices and vessel management teams.
• Support implementation of business improvement initiatives and operational projects.

Systems & Process Coordination

• Coordinate user support for business applications and internal systems.
• Manage issue tracking through ticketing platforms and liaise with internal and external support teams until resolution.
• Coordinate user access, system onboarding, vendor registrations, and master data updates.
• Support continuous improvement of operational processes and digital workflows.

Team Coordination

• Coordinate and monitor activities of the India support team.
• Allocate work, monitor progress, and ensure timely completion of deliverables.
• Foster collaboration across departments and support continuous process improvement.

Qualifications

• Bachelor’s degree in business administration, Human Resources, Management, Operations, or a related discipline.
• Master's degree or professional certification is an advantage.

Experience

• 6–10 years of experience in Executive Office, Business Operations, Project Management, Administration, or a similar role.
• Experience supporting C-level executives or senior leadership.
• Experience working in multinational organizations is preferred.
• Exposure to the maritime, cruise, hospitality, logistics, or shipping industries is an advantage.
• Excellent organizational and planning skills.
• Strong stakeholder management and interpersonal skills.
• Ability to manage multiple priorities with attention to detail.
• Strong analytical and problem-solving capabilities.
• Ability to work independently while coordinating with global teams.
• High level of professionalism, discretion, and confidentiality.
• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Word, and Outlook.
• Experience with collaboration platforms, reporting tools, and workflow management systems is desirable.