Executive Secretary / Assistant

JOB PROFILE – Executive Secretary / Assistant

Vaya Life Private Limited

About Vaya

VAYA Life Private Limited, a company which design, engineer, manufacture & market elegant home consumer products that significantly improves people’s lives. Aiming to bring an emotional component in everyday life through the concept of total user experience: combined with innovation, design, quality, smartness & user-friendly Services. Vaya is a global organisation with a line of Premium Lifestyle products which are marketed in more than 15 countries.

Job Summary

An Executive Assistant / Secretary will provide comprehensive support to the Chief Operating Officer (COO) of the company. This role requires exceptional administrative skills, a strong command of the English language, and proficiency in analytics and reporting. The ideal candidate is detail-oriented, tech-savvy, and adept at managing multiple priorities in a fast-paced environment.

This role offers a unique opportunity to work closely with the leadership team, gain insights into high-level business operations, and contribute to the company’s strategic initiatives.

Key Responsibilities

Administrative Support:

• Act as the first point of contact for the COO, managing correspondence, calls, and meeting requests.

• Maintain and manage the COO’s calendar, scheduling appointments, meetings, and travel arrangements.

• Prepare agendas, take minutes, and follow up on action items from meetings

Office Management:

• Oversee the smooth functioning of the COO’s office, ensuring timely resolution of administrative issues

• Manage confidential documents and maintain secure filing systems

• Coordinate with internal and external stakeholders on behalf of the COO.

Report & Analytics:

• Prepare detailed reports, dashboards, and summaries using Excel, PowerPoint, and other tools.

• Conduct data analysis and provide insights to support the COO’s decision- making process

• Ensure the accuracy and timeliness of reports for presentations and meetings.

Presentations:

• Create and edit professional PowerPoint presentations for internal and external stakeholders

• Design visually appealing and data- driven slides to effectively convey key messages.

Communication:

• Communication Draft, edit, & proofread correspondence, emails, &reports in English

• Ensure clear & concise communication

• Liaise with various departments to ensure alignment with the COO’s directives.

Project Co-ordinations:

• Assist in planning, executing, and monitoring special projects as directed by the COO

• Track progress, manage deadlines, and prepare status updates for ongoing initiatives.

Desired Candidate:

• The person must have a proven ability in the areas of Administration, Stakeholder Management, Business Acumen, Analytics &Reports, Presentations & Pitches & Peoples kills.

• Should be proficient in using CRM tools & MS Office Suite, particularly Excel, PowerPoint, and Word.

• Excellent organizational and time management skills with the ability to prioritize effectively.

• Exceptional written and verbal communication skills in English.

• High level of discretion and ability to handle sensitive information confidentially.

• Self-motivated, proactive, and able to work independently under minimal supervision.

Qualification & Experience:

• Bachelor’s degree in Business Administration, Communications, Corporate Secretaryship or a related field

• Minimum of 8 years of experience as an Executive Assistant or in a similar role

• Job Type: Full Time

• Job Location: Raheja Towers, Anna Salai (Mount Road), Chennai