Executive Assistant

Job Title: Executive Assistant

Job Location: Baner, Pune (Work from Office)

What Youll Do

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive support to the Chief Operating Officer (COO) while ensuring the smooth functioning of administrative and operational activities across the organization.This role requires an individual who can effectively manage executive priorities, coordinate with senior stakeholders, handle confidential information with discretion, and drive seamless execution of business and administrative responsibilities. The ideal candidate will be resourceful, detail-oriented, adaptable, and capable of managing multiple priorities in a fast-paced environment.As a trusted partner to the COO, you will play a key role in supporting leadership effectiveness, operational excellence, and organizational efficiency.

Executive & Leadership Support

• Manage the COO's calendar, appointments, meetings, and business schedules.
• Coordinate internal and external meetings, leadership reviews, client interactions, and business discussions.
• Prepare meeting agendas, presentations, reports, briefing notes, and executive correspondence.
• Capture meeting minutes, track action items, and ensure timely follow-up and closure.
• Manage and prioritize communications on behalf of the COO.
• Coordinate with senior leaders, clients, partners, and internal stakeholders across geographies.
• Support strategic initiatives, leadership programs, and special projects driven by the COO's office.
• Maintain a high level of confidentiality while handling sensitive business, employee, client, and organizational information.
• Act as a key liaison between the COO and various business functions to ensure effective communication and execution.

Travel, Events & Meeting Coordination

• Manage domestic and international travel arrangements, including flights, hotels, transportation, visas, and travel itineraries.
• Coordinate logistics for leadership meetings, board reviews, client visits, business events, and executive engagements.
• Organize leadership offsites, business dinners, team events, and company-wide programs.
• Ensure smooth execution of all travel and event-related activities.

Office Administration & Facility Management

• Oversee day-to-day office administration and ensure a productive, professional workplace environment.
• Manage housekeeping, pantry services, office supplies, seating arrangements, maintenance activities, and facility requirements.
• Coordinate office refurbishment, infrastructure upgrades, workspace planning, and administrative projects.
• Supervise administrative support staff and ensure efficient delivery of services.
• Maintain high standards of workplace readiness, employee experience, and operational efficiency.

Vendor & Administrative Management

• Manage relationships with vendors, service providers, and facility partners.
• Coordinate vendor onboarding, contract renewals, documentation, invoices, and service-level compliance.
• Work closely with HR, Finance, Procurement, and IT teams to support business operations.
• Monitor administrative expenses and identify opportunities for process improvements and cost optimization.
• Ensure adherence to company policies, administrative procedures, and compliance requirements.

Employee Engagement & Culture Support

• Support employee engagement initiatives, celebrations, rewards and recognition programs, and company events.
• Coordinate branding and employee experience activities across office locations.
• Manage procurement and distribution of corporate branding materials for internal and external events.

Additional Responsibilities

• Provide support for ad-hoc business requirements, executive requests, and organizational initiatives.
• Assist leadership with business reporting, documentation, tracking mechanisms, and coordination activities.
• Take ownership of responsibilities beyond the defined scope whenever required to support business objectives.
• Demonstrate flexibility and a solution-oriented mindset while managing evolving priorities.

Qualifications & Experience

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
• 5–10 years of experience as an Executive Assistant, Executive Coordinator, Office Manager, Administration Executive, or similar role.
• Prior experience supporting CXO-level executives, senior leadership teams, Managing Directors, or Business Unit Heads is highly preferred.
• Experience working in consulting, professional services, technology, or multinational organizations will be an advantage.
• Local candidate based in Pune preferred.

Skills & Competencies

• Exceptional organizational, planning, and multitasking abilities.
• Strong stakeholder management and relationship-building skills.
• Excellent verbal and written communication skills.
• High level of professionalism, maturity, and confidentiality.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize effectively and manage multiple competing deadlines.
• Strong problem-solving and execution-oriented mindset.
• Ability to work independently with minimal supervision.
• Fluency in English, Hindi, and Marathi.

Why Join Us?When you join Acuiti Labs, you’ll work with some of the best minds in the industry to solve complex business challenges. From continuous learning to leadership opportunities, Acuiti Labs offers the right platform to grow your career in a global, innovative, and people-first environment.