Executive Assistant To Director & C. O. O

Roots Recruitment; Maharashtra; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Roots Recruitment is seeking an Executive Support professional to partner with the Chief Operating Officer, delivering high-level administrative assistance and proactive calendar and workflow management in a fast-paced office.

You will coordinate complex travel, draft important correspondence, prepare presentations, supervise junior staff, and ensure flawless meetings and events, while safeguarding data privacy and maintaining meticulous records.

Qualifications

• Experience supporting C-suite executives.

Responsibilities

• Daily Administration: support COO with high-level administrative tasks.
• Travel Management: arrange domestic and international travel with itineraries.
• Calendar Management: maintain COO's appointments and meetings.
• Content Creation: draft professional correspondence and presentations.

Skills

Executive support

Calendar management

Travel coordination

Communication

Tools

MS Office

G Suite

Job description

Role & Responsibilities

Executive Support

• Daily Administration: Work closely with the C.O.O. to provide high-level, dedicated support, ensuring seamless daily operations of his office;
• Travel Management: Independently coordinate complex domestic & international travel itineraries involving multiple changes and destinations based on a deep understanding of the C.O.O.'s schedule. Manage all essential travel documentation, including visa, passport, hotel accommodations and travel insurance. Maintain and update active travel itineraries, corporate loyalty programs, and frequent flier statements.
• Calendar Management: Maintain an accurate calendar of appointments, business meetings, conferences and high-profile events. Keep the C.O.O.s corporate contact directories fully updated and organised;
• Content Creation: Draft professional correspondence, speeches, presentations, policy manuals, press releases, and corporate announcements;

Meetings & Conferences

• Secretarial Support: Draft and transcribe meeting agendas, minutes, presentations, briefing papers, and reports to ensure the C.O.O. is fully prepared for all engagements;
• Coordination: Organise, host, and attend virtual web conferences and in-person meetings;
• Guest Relations: Welcome and greet visitors of all seniority levels, ensuring a high standard of hospitality;
• On-site & Travel Support: Often accompany the Director & C.O.O. on domestic and international travel, to provide comprehensive, high-level on-site assistance and logistics management.

Administrative & Accounting Support

• Research & Project Support: Provide comprehensive administrative backing during special projects, conduct thorough background research and present findings in a clear, structured format;
• Office Leadership: Supervise & delegate tasks to junior-level administrative staff, ensuring smooth, efficient office operations.
• Expense Management & Renewal Tracking: Reconcile credit card statements, utility bills, and vendor invoices with high accuracy. Prepare and submit reports/statements to the accounts department. Maintain a proactive tracking and reminder system for all personal and corporate renewals, including insurance policies, memberships and subscriptions. Monitor and flag upcoming milestones, corporate events, and critical deadlines to ensure timely action.

Communication & Data Management

• Correspondence: Manage all incoming and outgoing communications, including high - priority emails, Registered AD documents, postal mail and couriers. Efficiently screen incoming phone calls, inquiries and visitors. Draft and send appropriate responses based on directives from the C.O.O.
• Filing & Systems: Maintain highly accurate physical & digital filing systems, ensuring strict data privacy and absolute confidentiality for all sensitive corporate documents;
• Asset Maintenance: Ensure smooth operation of all equipment in the C.O.O. office. Flag errors to the IT department. Coordinate necessary repairs and proactively replenish office stationery;
• Process improvement: Proactively identify operational bottlenecks and propose strategic workflow improvements during management discussions to enhance office efficiency;