Executive Assistant | Manufacturing | Mumbai

Job Summary
The Executive Assistant will have the opportunity to develop their various organisation, communication, leadership and strategic decision making skills with the COO in building the future of the organisation.

Key Responsibilities

Calendar & Meeting Management:
● Maintain and manage the COO’s dynamic calendar, proactively ensuring a balanced allocation of time for meetings, strategic reviews, travel, and personal appointments.
● Coordinate and schedule internal and external meetings, video conferences, and events based on priority and availability.
● Send timely reminders and provide daily briefi ngs on upcoming commitments, including agendas and required documents.
● Confi rm appointments by following up with attendees and ensuring location, logistics, and materials are ready in advance.
● Track deadlines, key dates, and deliverables and provide timely prompts to the COO.

Communication and Correspondence:
● Serve as a main point of contact for internal and external communications, Draft, review, and format professional correspondence, including emails, reports, internal memos, and letters, on behalf of the COO.
● Screen and manage incoming and outgoing communications (calls, emails, messages) with confi dentiality, urgency, and professionalism.
● Prioritize communications that require immediate attention and provide concise summaries to the COO when needed.
● Handle phone calls, relay accurate messages, and ensure timely follow-up.
● Maintain a high level of discretion in handling sensitive or confi dential information.
● Liaise with executives, family members, employees, clients, vendors, government agencies for meetings, negotiations, and documentation.

Task Management & Accountability:
● Delegate tasks & Follow up tasks with team members on promises, project updates, and deliverables.
● Track timelines and milestones for multiple projects and activities.
● Hold the COO accountable through periodic review and an internal Integrity score system.
● Maintain task trackers and action lists.

Project & Research Support:
● Lead Special Projects, coordinate Event
● Conduct research on specifi ed topics and present summaries, data points, or references.
● Coordinate with cross-functional teams for project updates and deliverables. ● Prepare reports, executive dashboards, and analysis summaries for decision-making

Personal & Company Admin Support:
● Book personal appointments, coordinate personal errands,
● Organize company and personal/family events
● Maintain all documented information of company and personal.
● Handle travel planning, bookings, itineraries, visa documentation, etc., for personal and professional travel.
● Manage expenses, petty cash, reimbursement claims, and budgeting support.