Executive Assistant

Your role

We are seeking a highly organized, proactive, and resourceful Executive Assistant to provide end-to-end support to two senior executives, the Chief Information Officer & Senior Vice President of the Atlas Copco Group based in Sweden and the General Manager of the Global IT Hub based in India. The role demands independent decision-making, strong anticipation of needs, impeccable communication, and the ability to handle confidential matters with discretion while coordinating across geographies and time zones.

Key Responsibilities:

• Calendar & Scheduling Management

• Own and optimize complex calendars for two executives; manage cross-time-zone scheduling.

• Anticipate conflicts, add buffers, and keep executives “meeting-ready” with agendas and prep notes.

• Travel & Logistics

• Plan domestic/international trips, visas, itineraries, lodging, and local transport.

• Prepare travel expenses claims and ensure policy compliance and timely reconciliation.

• Meeting Management

• Prepare agendas and briefing materials; record meeting minutes; track and chase actions to closure.

• Coordinate leadership reviews, town halls, vendor meetings, and steering committees.

• Communication & Correspondence

• Serve as the primary point of contact; assess the urgency of emails or messages, draft responses, and escalate appropriately.

• Prepare executive-level documents: presentations, briefings, and memos.

• Operational & Project Support

• Track key deliverables, maintain dashboards, and assist in special projects or events.

• Maintain confidential records (NDAs, contracts, HR documents) with strict data hygiene.

• Stakeholder & Vendor Coordination

• Liaise with internal teams (Finance, HR, Legal, Procurement, Other colleagues or Executive Assistants across the globe) and external partners/vendors.

• Manage recurring cadences: weekly staff meetings, monthly reviews, quarterly business updates.

• Tools & Systems

• Expert use of Microsoft 365 (Outlook, Teams, OneNote, SharePoint, Excel, PowerPoint, Word, Planner, Loop etc.), and collaboration workflows.

• Maintain shared repositories, templates, and executive preferences.

To succeed, you will need

Required Qualifications:

• Bachelor’s degree in Business Administration / Commerce / Arts or related field.

• 5+ years of experience supporting senior leadership (C-suite or business heads), ideally in global environments.

• Excellent English communication (spoken and written); strong business writing skills.

• Advanced proficiency in Microsoft 365 suits and collaboration tools: Outlook, Teams, PowerPoint, Excel, OneNote, SharePoint, Word, Loop, Planner etc.

• Demonstrated ability to work independently, anticipate needs, and manage sensitive information.

Key Attributes:

• Proactive & Self-Directed: Anticipates needs; acts with minimal input; owns outcomes.

• High level of discretion: Handles confidential information with absolute trustworthiness.

• Strong organizational skills and detail - oriented

• Cultural awareness – comfortable working across different work cultures

• Stakeholder Savvy: Professional presence with senior leaders and external partners

In return, we offer

• Flexible working hours
• A modern infrastructure providing you with the latest tools and technologies at your disposal
• A challenging environment which contributes to your constant learning and professional growth
• To be part of the data competence team which is constantly growing
• Depending on the country you are enrolled in group healthcare insurance plans covering your medical needs
• A chance to become part of a global, innovative company, supporting sustainable productivity
• You get the opportunity to bring revolutionary ideas fostering innovation and execute qualified ideas
• A friendly culture with immense professional and personal development, education and opportunities for career growth
• Free access to LinkedIn Learning and many other internal and external trainings

Job location

Option 1: Hybrid
This role offers a hybrid working arrangement, allowing you to split your time between working remotely and being on-site at our Atlas Copco in Pune, India.

Contact information