Executive Assistant

EA to the COO

Location

Company Industry:

A prestigious European retail group is seeking an exceptional Executive Assistant to support its Chief Operating Officer (COO) based in New Delhi. This pivotal role reports directly to the COO and will be instrumental in ensuring the smooth and efficient operation of their dynamic Indian presence.

About the Role:

As the Executive Assistant to the COO, you will ensure their operational efficiency, managing a diverse range of administrative and strategic tasks. You will be expected to anticipate needs, problem-solve proactively, and maintain the highest level of confidentiality and professionalism. This role demands a keen eye for detail, exceptional organizational skills, and the ability to thrive in a fast-paced, high-stakes environment.

Key Responsibilities

• Calendar Management:

  Expertly manage the COO's complex calendar, including scheduling meetings, appointments, and conferences across multiple time zones.

• Travel Management:

  Arrange comprehensive domestic and international travel itineraries, including flights, accommodation, visas, and ground transportation.

• Communication Hub:

  Act as a point of contact for internal and external stakeholders, screening calls, managing correspondence, and prioritizing communications. Draft and proofread emails, presentations, and other documents with precision and a strong understanding of the luxury brand's tone.

• Meeting Support:

  Prepare agendas, presentations, and necessary materials for meetings. Attend meetings, take detailed Minutes of Meetings (MoM), and ensure timely follow-up on action items.

• Data Management & Reporting:

  Utilize tools like Google Forms and MS Forms for data collection and analysis and assist in preparing comprehensive reports.

• Presentation & Design:

  Create visually appealing and professional presentations, reports, and internal communications using tools like Canva.

• Office & Project Coordination:

  Support the COO in various ad-hoc projects, research tasks, and initiatives as required. Assist with general office administration and ensure optimal operational flow.

• Confidentiality & Discretion:

  Handle highly sensitive information with the utmost discretion and always maintain strict confidentiality.

• Proactive Problem Solving:

  Anticipate potential issues and proactively implement solutions to minimize disruption and maximize efficiency.

Qualifications

• Proven experience as an Executive Assistant supporting senior leadership, preferably within a luxury, retail, or hospitality environment.
• Strong written and verbal communication skills, with impeccable grammar and attention to detail.
• Exceptional organizational and time management skills with the ability to multitask and prioritize effectively in a demanding environment.
• Proficiency in MS Office pack (Outlook, Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Slides, Forms).
• Demonstrable experience with Canva for creating professional visual content.
• High level of professionalism, discretion, and integrity.
• Proactive, resourceful, and able to work independently.
• Ability to adapt quickly to changing priorities and work effectively under pressure.
• A keen interest in the luxury retail sector is highly desirable.