Executive Assistant To Chief Operating Officer

Z Ventures; New Delhi; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Z Ventures in New Delhi seeks an highly organized Executive Assistant to support the CEO & Director, manage calendars, travel, and confidential communications. The role involves coordinating meetings, preparing minutes, and ensuring follow-up on action items with strong stakeholder management.

The candidate should bring 8–13 years of experience, a Bachelor’s degree (MBA preferred), and proficiency in MS Office.

Qualifications

• Excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.
• High level of discretion and confidentiality.
• Excellent coordination and stakeholder management skills.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Strong presentation and documentation skills.
• Ability to work under pressure and meet tight deadlines.
• Problem-solving mindset with strong attention to detail.

Responsibilities

• Manage the calendars, appointments, meetings, and travel schedules of the COO & Director.
• Coordinate internal and external meetings, prepare agendas, record minutes (MOM), and ensure timely follow-up on action items.
• Handle confidential correspondence, emails, reports, presentations, and business documents.
• Act as the primary point of contact between the COO & Director and internal / external stakeholders.
• Coordinate with various departments to ensure smooth execution of business priorities.
• Prepare MIS reports, dashboards, presentations, and management reports.
• Arrange domestic and international travel, including flight bookings, hotel reservations, visas (if required), and itineraries.
• Track projects, monitor deadlines, and ensure timely completion of assigned tasks.
• Organize board meetings, leadership meetings, and other corporate events.
• Maintain records, documentation, and filing systems with complete confidentiality.
• Screen phone calls, prioritize communications, and manage executive correspondence efficiently.
• Support the COO & Director in strategic planning and day-to-day administrative activities.

Skills

Communication

Organization

Discretion

Stakeholder management

MS Office

Presentation

Deadline pressure

Education

Bachelor's degree

MBA (added advantage)

Tools

MS Office

Job description

POSITION DESCRIPTION

Title: Executive Assistant Reports To: Chief Executive Officer Budget: Location: New Delhi

Experience:8 - 13 Years

Type: Full-Time

ABOUT THE ROLE

We are looking for a highly organised and proactive Executive Assistant to support the COO & Director in managing daily operations, strategic initiatives, and executive-level coordination. The ideal candidate should possess excellent communication, organisational, and multitasking skills while maintaining a high level of confidentiality and professionalism.

KEY RESPONSIBILITIES

• Manage the calendars, appointments, meetings, and travel schedules of the COO & Director.
• Coordinate internal and external meetings, prepare agendas, record minutes (MOM), and ensure timely follow-up on action items.
• Handle confidential correspondence, emails, reports, presentations, and business documents.
• Act as the primary point of contact between the COO & Director and internal / external stakeholders.
• Coordinate with various departments to ensure smooth execution of business priorities.
• Prepare MIS reports, dashboards, presentations, and management reports.
• Arrange domestic and international travel, including flight bookings, hotel reservations, visas (if required), and itineraries.
• Track projects, monitor deadlines, and ensure timely completion of assigned tasks.
• Organize board meetings, leadership meetings, and other corporate events.
• Maintain records, documentation, and filing systems with complete confidentiality.
• Screen phone calls, prioritize communications, and manage executive correspondence efficiently.
• Support the COO & Director in strategic planning and day-to-day administrative activities.

REQUIRED SKILLS

• Excellent verbal and written communication skills.
• Strong organizational, planning, and multitasking abilities.
• High level of discretion and confidentiality.
• Excellent coordination and stakeholder management skills.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Strong presentation and documentation skills.
• Ability to work under pressure and meet tight deadlines.
• Problem-solving mindset with strong attention to detail.

EDUCATIONAL QUALIFICATION

• Bachelor's degree in Business Administration, Commerce, Management, or a related field.
• MBA or equivalent qualification will be an added advantage.

ENGAGEMENT TERMS Association

Long-term engagement : 3-Year Service Agreement

Working Days: Monday to Saturday

Working Hours: 09:30 a.m. to 06:30 p.m. (9 hours)

Travel: Flexible — within India and abroad, as required

Eligibility Criteria:

• Female candidates only.
• Valid U.S. visa is mandatory.
• Valid driving license is mandatory.
• Candidates must be comfortable with travel and driving requirements associated with the role.