Executive Assistant to COO

Position: Executive Assistant to the COO
Job Title:

Executive Assistant & Administration Executive

Location:

Gurugram (WFO 5 days a week)

Reports To:

COO

Job Summary

We are seeking a highly organized and proactive  Executive Assistant & Administration Executive  to provide comprehensive administrative and executive support to senior leadership while also managing day-to-day office administration. The ideal candidate will be detail-oriented, discreet, and capable of handling multiple priorities in a fast-paced environment.

Key Responsibilities

Executive Assistance:

Manage calendars, schedules, meetings, and appointments for senior executives
Coordinate domestic and international travel, including itineraries, visas, and expenses
Prepare reports, meeting agendas, and minutes
Act as a point of contact between executives and internal/external stakeholders
Handle confidential and sensitive information with the highest level of discretion
Follow up on action items and ensure timely completion of tasks

Administrative & Office Management

Oversee day-to-day office operations and ensure a well-organized workplace
Manage office supplies, vendors, facilities, and administrative budgets
Coordinate onboarding and offboarding logistics for employees
Maintain records, files, and documentation (physical and digital)
Support HR and Finance teams with administrative tasks as required
Organize company events, meetings, and internal communications

Required

Skills & Qualifications

Bachelor's degree in Business Administration or a related field (preferred)
2-4 years of experience as an Executive Assistant, Administrative Executive, or similar role
Strong organizational and time-management skills
Excellent verbal and written communication skills
High level of professionalism, integrity, and confidentiality
Proficiency in MS Office / Google Workspace (Word, Excel, PowerPoint, Outlook)
Ability to multitask, prioritize, and work independently

Preferred Skills

Experience supporting C-level or senior leadership
Familiarity with expense management and basic budgeting
Strong problem-solving and coordination skills
Tech-savvy with experience using collaboration and project tools

Key Competencies

Attention to detail
Proactive and solution-oriented mindset
Strong interpersonal skills
Ability to work under pressure and meet deadlines
Adaptability and flexibility