Executive Assistant To the COO

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.