Executive Assistant

Acuiti Labs Inc.; Pune District; On-site; INR 800,000 - 1,400,000; Full time

Job summary

Acuiti Labs Inc. in Pune seeks an experienced Executive Assistant to support the Chief Operating Officer and ensure smooth operation of the office.

You will manage calendars, meetings, travel, liaise with senior leaders, prepare reports, and maintain confidentiality across projects in a fast-paced, global tech environment.

Qualifications

• Bachelor's degree in a related field.
• 5–10 years of EA/office-management experience supporting CXO-level executives.
• Experience in consulting, technology, or multinational organizations preferred.
• Local candidate based in Pune preferred.
• Fluency in English, Hindi and Marathi.

Responsibilities

• Manage the COO's calendar, appointments, meetings, and schedules.
• Coordinate internal and external meetings, leadership reviews, client interactions, and discussions.
• Prepare meeting agendas, presentations, reports, and briefing notes.
• Capture meeting minutes; track actions and ensure follow-up.
• Manage communications on behalf of the COO; liaise with senior leaders.
• Support leadership programs and special projects from the COO's office.
• Maintain confidentiality across business, employee, client information.
• Coordinate domestic and international travel and events; organize leadership offsites.
• Oversee day-to-day office administration and vendor relationships.
• Collaborate with HR, Finance, Procurement and IT to support operations.

Skills

Executive coordination

Organizational skills

Multitasking

Stakeholder management

Communication skills

MS Office

Education

Bachelor's Degree in Business Administration, Commerce, Management, or related field

Tools

Microsoft Office Suite

Job description

Job Location: Baner, Pune (Work from Office)

Who We Are

Acuiti Labs is a specialist Global SAP consulting firm headquartered in London, UK, servicing clients globally for ‘Consume to Cash’ process transformation and optimization.

We solve business challenges using fit-for-purpose solution architecture and technology that align with client requirements, enable optimum functionality, and deliver market-winning digital strategies. With expertise in technology R&D, business strategy, and digital transformation, we design efficient solutions, build software platforms, and enable innovation.

What We Believe In -

We take pride in having a diverse and talented workforce spread across multiple geographies. As a gender-neutral organization, we strongly believe in Diversity and Inclusion. Our core values include:

• Integrity
• Learning
• Organisational Pride
• Respect

What We Do

As an SAP Silver Partner specializing in SAP BRIM, Acuiti Labs delivers business technology solutions and digital transformation on S/4HANA and cloud applications such as Subscription Billing, CPQ, and Entitlement Management.

Our expertise supports subscription and consumption-based Target Operating Models across industries: Mobility-as-a-Service, Tourism-as-a-Service, Ports-as-a-Service, Postal-as-a-Service, Telco-as-a-Service, and Software-as-a-Service.

What You’ll Do

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to the Chief Operating Officer (COO) while ensuring the smooth functioning of administrative and operational activities across the organization.

This role requires an individual who can effectively manage executive priorities, coordinate with senior stakeholders, handle confidential information with discretion, and drive seamless execution of business and administrative responsibilities. The ideal candidate will be resourceful, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment.

As a trusted partner to the COO, you will play a key role in supporting leadership effectiveness, operational excellence, and organizational efficiency.

• Manage the COO's calendar, appointments, meetings, and business schedules.
• Coordinate internal and external meetings, leadership reviews, client interactions, and business discussions.
• Prepare meeting agendas, presentations, reports, briefing notes, and executive correspondence.
• Capture meeting minutes, track action items, and ensure timely follow-up and closure.
• Manage and prioritize communications on behalf of the COO.
• Coordinate with senior leaders, clients, partners, and internal stakeholders across geographies.
• Support strategic initiatives, leadership programs, and special projects driven by the COO's office.
• Maintain a high level of confidentiality while handling sensitive business, employee, client, and organizational information.
• Act as a key liaison between the COO and various business functions to ensure effective communication and execution.

Travel, Events & Meeting Coordination

• Manage domestic and international travel arrangements, including flights, hotels, transportation, visas, and travel itineraries.
• Coordinate logistics for leadership meetings, board reviews, client visits, business events, and executive engagements.
• Organize leadership offsites, business dinners, team events, and company-wide programs.
• Ensure smooth execution of all travel and event-related activities.

Office Administration & Facility Management

• Oversee day-to-day office administration and ensure a productive, professional workplace environment.
• Manage housekeeping, pantry services, office supplies, seating arrangements, maintenance activities, and facility requirements.
• Coordinate office refurbishment, infrastructure upgrades, workspace planning, and administrative projects.
• Supervise administrative support staff and ensure efficient delivery of services.
• Maintain high standards of workplace readiness, employee experience, and operational efficiency.
• Manage relationships with vendors, service providers, and facility partners.
• Coordinate vendor onboarding, contract renewals, documentation, invoices, and service-level compliance.
• Work closely with HR, Finance, Procurement, and IT teams to support business operations.
• Monitor administrative expenses and identify opportunities for process improvements and cost optimization.
• Ensure adherence to company policies, administrative procedures, and compliance requirements.

Employee Engagement & Culture Support

• Support employee engagement initiatives, celebrations, rewards and recognition programs, and company events.
• Coordinate branding and employee experience activities across office locations.
• Manage procurement and distribution of corporate branding materials for internal and external events.

Additional Responsibilities

• Provide support for ad-hoc business requirements, executive requests, and organizational initiatives.
• Assist leadership with business reporting, documentation, tracking mechanisms, and coordination activities.
• Take ownership of responsibilities beyond the defined scope whenever required to support business objectives.
• Demonstrate flexibility and a solution-oriented mindset while managing evolving priorities.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
• 5–10 years of experience as an Executive Assistant, Executive Coordinator, Office Manager, Administration Executive, or similar role.
• Prior experience supporting CXO-level executives, senior leadership teams, Managing Directors, or Business Unit Heads is highly preferred.
• Experience working in consulting, professional services, technology, or multinational organizations will be an advantage.
• Local candidate based in Pune preferred.
• Exceptional organizational, planning, and multitasking abilities.
• Strong stakeholder management and relationship-building skills.
• Excellent verbal and written communication skills.
• High level of professionalism, maturity, and confidentiality.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize effectively and manage multiple competing deadlines.
• Strong problem-solving and execution-oriented mindset.
• Ability to work independently with minimal supervision.
• Fluency in English, Hindi, and Marathi.

Why Join Us?

When you join Acuiti Labs, you’ll work with some of the best minds in the industry to solve complex business challenges. From continuous learning to leadership opportunities, Acuiti Labs offers the right platform to grow your career in a global, innovative, and people-first environment.