Executive Assistant To Director

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Company Overview
Focaloid is an AI-first digital engineering company specialising in governed AI copilots,
enterprise AI solutions, and software products for global SaaS businesses. With 13+ years of
experience, 200+ clients, ISO/IEC 27001 certification, and partnerships including Databricks
and Anthropic, the company
Please visit our website - www.focaloid.com to learn more.
Job Details
FIELD
DETAILS
Job Title
Executive Process Associate (Office of the CBEO)
2- 4 years in EA-to-CXO, PMO or business-operations roles; IT
services preferred
Experience
Job Location
Infopark, Kakkanad, Kochi Onsite
Full-time
Employment Type
About the role
The Executive Process Associate makes sure every decision taken in the CBEO's review calls
turns into an owned, dated action that gets done. You will run the operating rhythm of the
Office of the CBEO: preparing each review, capturing outcomes, and following up until
actions close.
This is not a diary-management or front-office role. It is a tracking and follow-through role
that needs the confidence to chase senior leaders, the judgement to escalate early, and the
discretion to handle confidential business, finance and people information.
You will also be the CBEO's early-warning system for process gaps, bringing recurring
blockers to the weekly process review with a proposed fix.
Key Responsibilities


¢
Run the review calendar: set up and manage the CBEO's recurring reviews across
sales campaigns, recruitment, finance, ISO 27001, data and process documentation.
Prepare every call: send the agenda in advance, collect updates from owners, and
give the CBEO a one-page brief.
Capture what matters: take minutes as decisions, actions (with owner and due date)
and open questions.
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Focaloid Technologies Private Limited
www.focaloid.com

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¢
¢
¢
Close the loop: send minutes within 2 hours, keep the master action tracker current,
follow up before due dates, and escalate anything overdue.
Improve how we work: spot process gaps and bring them, with a proposed fix, to the
weekly process review.
Handle information with care: work with confidential business, finance and people
data every day.
Must-have requirements
¢ Experience: 24 years as an Executive Assistant to a CXO, in a PMO, or as a
business/project coordinator, ideally in an IT services company.
¢ Tracking track record: has personally owned a tracker or action log for at least 6
months, and can show how actions were updated, followed up and closed.
¢ Escalation: can give a specific example of escalating a missed deadline, including
how it was raised and what happened next.
¢ Advanced Excel: XLOOKUP/VLOOKUP, pivot tables, conditional formatting, data
validation, filters and basic dashboards.
¢ Microsoft 365: confident with Outlook (calendars, recurring series, rules), Teams
(meetings, channels) and SharePoint (folders, permissions, version history).
¢ Written English: clear, concise minutes and emails that a reader can act on without a
follow-up question.
¢ Stakeholder confidence: comfortable chasing senior leaders politely and persistently.
¢ Discretion: trusted with confidential information across sales, finance, hiring and
security.
¢ Work mode: willing to work onsite full-time in Kakkanad, Kochi.
¢ Education: a bachelor's degree in any discipline; business, commerce or management
preferred.
Good to have
¢ Business-operations, chief-of-staff or founder's-office experience.
¢ Exposure to ISO 27001, SOC 2 or other audits: evidence collection, control owners,
audit findings.
¢ Hands-on use of HubSpot or another CRM, and/or an applicant tracking system
(ATS).
¢ Daily use of AI tools such as Claude or ChatGPT for drafting, summarizing and
analysis.
¢ Familiarity with Power BI, Microsoft Lists, Planner or similar tracking tools.
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Focaloid Technologies Private Limited
www.focaloid.com