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 COOs 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.