Executive Assistant To the COO

Kaar Technologies; Chennai District; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Kaar Technologies in Chennai seeks an experienced Executive Assistant to the COO to manage calendars, travel, meetings, and communications. The role serves as the central coordination point between the COO and senior stakeholders, enabling strategic focus and seamless operations.

You will handle confidential information, prepare reports, and support ad-hoc projects with professionalism and discretion, ensuring nothing important is missed.

Qualifications

• Experience supporting C-suite executives or senior leaders.
• Strong calendar, email, and communications management skills.
• Ability to coordinate with internal and external stakeholders with professionalism.

Responsibilities

• Own and manage COO's calendar, appointments, meetings, and priorities.
• Coordinate with senior leadership, clients, partners, and stakeholders on behalf of the COO.
• Arrange domestic and international travel, accommodations, visas, and itineraries.
• Track decisions, CTAs, and follow-ups from leadership meetings.
• Prepare reports, presentations, and executive documentation.
• Maintain confidentiality and handle sensitive information with discretion.

Skills

Executive presence

Calendar management

Time management

Stakeholder management

Discretion/confidentiality

Follow-up & action tracking

Multitasking

Attention to detail

Proactive planning

Independence

Tools

MS Office / Google Workspace

Job description

Role Purpose

To serve as a trusted executive support partner to the COO by managing priorities, schedules, leadership interactions, travel, meetings, follow-ups, and administrative requirements. The role will act as a central coordination point between the COO and key internal and external stakeholders, enabling the COO to maximize productivity and focus on strategic priorities.

Key Responsibilities

Executive & Calendar Management

• Own and proactively manage the COOs calendar, appointments, meetings, and priorities.
• Prioritize meetings and commitments based on business requirements and the COOs priorities.
• Ensure effective utilization of the COO’s time by planning schedules well in advance and identifying potential conflicts.
• Prepare the COO for meetings by ensuring relevant agendas, documents, presentations, and information are available beforehand.

Leadership & Stakeholder Coordination

• Act as the primary point of contact between the COO and internal/external stakeholders.
• Coordinate with senior leadership, functional heads, clients, partners, and other key stakeholders on behalf of the COO.
• Schedule and coordinate leadership meetings, reviews, workshops, town halls, and other executive engagements.
• Maintain a high level of professionalism and confidentiality while interacting with senior stakeholders.

Travel & Event Management

• Manage end-to-end domestic and international travel arrangements for the COO.
• Coordinate flights, accommodation, transportation, visas, itineraries, and other travel-related requirements.
• Organize physical and virtual workshops, leadership meetings, offsites, and executive events.
• Ensure all logistical arrangements are planned and executed smoothly.

Action Tracking & Follow-up

• Track key decisions, Call to Actions (CTAs), commitments, and follow-ups arising from leadership meetings.
• Maintain appropriate trackers and proactively follow up with stakeholders to ensure timely closure.
• Highlight pending, delayed, or high-priority actions to the COO.
• Support the COO in maintaining visibility of critical business priorities and timelines.

Executive Administration

• Manage administrative requirements related to the COO and their direct reports/subordinates.
• Handle relevant internal tools, systems, dashboards, and trackers on behalf of the COO.
• Prepare reports, presentations, MIS, meeting notes, and other executive documentation as required.
• Maintain organized records and ensure timely availability of critical information.
• Handle confidential and sensitive business information with a high degree of discretion.

Executive Productivity & Business Support

• Anticipate the COO’s requirements and proactively address routine coordination needs.
• Identify opportunities to streamline scheduling, communication, and administrative processes.
• Ensure the COO is adequately prepared for key meetings, reviews, and engagements.
• Support the COO in managing priorities and ensuring important commitments do not get missed.
• Take ownership of ad-hoc executive assignments and special projects as required.

Key Skills & Competencies

• Strong executive presence and professional communication.
• Excellent calendar, time, and priority management skills.
• Strong stakeholder management and interpersonal skills.
• High level of discretion and confidentiality.
• Excellent follow-up and action-tracking capabilities.
• Ability to multitask and manage competing priorities in a fast-paced environment.
• Strong attention to detail and problem-solving ability.
• Proficiency in MS Office / Google Workspace and virtual collaboration tools.
• Ability to work independently and anticipate requirements.
• Strong ownership, maturity, responsiveness, and ability to work with senior leadership.