Executive Assistant (Reporting to COO)

We are looking for a highly organized and proactive Executive Assistant to support the Chief Operating Officer (COO) in a dynamic and fast-paced business environment. This role involves a combination of executive assistance, diary and meeting management, operational coordination, Control Room and Helpdesk support, customer service, reporting, and professional social media management. The successful candidate will work closely with the COO and the wider Operations team to manage priorities, coordinate activities, maintain accurate reporting, and ensure effective communication across the organization. This is an in-person position based at Block D, CBR Town, Phase 1, with working hours from 1:00 PM to 9:30 PM, Monday to Friday.

Key Responsibilities

Executive & Diary Management:
Manage the COO’s diary, including scheduling meetings, appointments, calls, and business events. Coordinate and prioritize internal and external meeting requests, organize meetings, and prepare agendas, briefing notes, and supporting documents. Record meeting minutes, decisions, and action points, following up on outstanding tasks. Serve as a professional point of contact between the COO and internal/external stakeholders. Prepare correspondence, reports, presentations, and other business documentation. Monitor deadlines, commitments, and follow-up activities, handling confidential and sensitive information with discretion.

Operations & Control Room Support:
Provide daily administrative and coordination support to the Operations team. Assist with Control Room and Helpdesk activities under the guidance of the Helpdesk Manager. Monitor and escalate incidents, staffing matters, and operational concerns to appropriate managers. Generate and distribute daily operational and management reports. Respond professionally to operational queries from employees, clients, and stakeholders. Provide front-desk and out-of-hours administrative support when needed. Support projects, process improvements, and operational initiatives. Maintain accurate records of operational activities and incidents.

Social Media & Professional Profile Management:
Manage and maintain the COO’s professional social media presence, especially LinkedIn. Draft, schedule, and publish content aligned with business objectives. Monitor messages, comments, and engagement, coordinating appropriate responses. Research industry news and trends for content ideas. Collaborate with internal teams to gather updates, achievements, and event information. Support broader marketing and communication activities as required.

Administration & Reporting:
Prepare daily, weekly, monthly, and ad hoc reports for management. Maintain accurate files, trackers, records, and operational documentation. Monitor deadlines, outstanding actions, and business priorities. Conduct research and gather information to support management decision-making. Assist with business projects, meetings, presentations, and company initiatives. Facilitate effective communication between departments and follow up on agreed actions. Perform other duties as assigned by the COO or senior management.

Required Qualifications
Previous experience in Executive Assistance, Administration, Operations, Helpdesk, Customer Service, or Office Coordination. Excellent written and spoken English communication skills. Strong organizational, diary management, and time-management abilities. Confidence in communicating with senior management, clients, employees, and external stakeholders. High attention to detail and ability to maintain accurate records. Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook. Ability to prepare professional reports, correspondence, and presentations. Good understanding of LinkedIn and professional social media management. Capability to manage multiple priorities in a fast-paced environment. Discretion in handling confidential and sensitive information. Proactive approach with strong follow-up skills.

Preferred Qualifications and Benefits
A bachelor’s degree in Business Administration, Management, Communications, or a related field is desirable. Prior experience supporting a COO, Director, CEO, or other senior executive is advantageous. Experience working in Operations, Control Room, Helpdesk, or service-based environments is preferred. Familiarity with preparing management reports and maintaining operational trackers is a plus. Experience managing a senior executive’s LinkedIn or professional online presence is beneficial. Exposure to working with UK-based or international teams would be an asset. The position offers a starting salary from Rs50,000 per month.

This role requires a committed professional ready to contribute to a collaborative team and support the COO in driving operational excellence and effective communication across the business.