Job Description:

Job Title: Assistant to COO 
Location: Mumbai
Reports To: Chief Operating Officer
Employment Type: Full-Time
Work Schedule: 6 Days a Week | Flexible & Extended Hours Required
Role Overview
We are seeking a highly competent, detail-oriented, and proactive Chief Of Staff who will act as a strategic partner and operational enabler to the Chief Operating Officer. This is a high-impact role requiring strong business acumen, technical proficiency, and the ability to manage complex coordination across functions.
The ideal candidate must be comfortable working long hours, handling confidential matters, managing dynamic schedules, and traveling with the COO when required. This role also demands strong analytical and technical capabilities to support planning, reporting, and project tracking.
Key Responsibilities
1. Strategic Calendar & Time Management
• Manage and optimize the COO’s calendar with strong prioritization.
• Schedule internal and external meetings while ensuring alignment with business goals.
• Anticipate conflicts and proactively resolve scheduling challenges.
• Ensure the COO’s time is effectively allocated to high-priority initiatives.

2. Meeting Management & MOM (Minutes of Meeting)
• Prepare detailed meeting agendas and briefing documents.
• Attend meetings as required and record accurate MOM (Minutes of Meetings).
• Track action items, timelines, and ownership.
• Maintain structured follow-up systems to ensure execution.
• Prepare summaries, reports, and review notes for leadership discussions.

3. Travel Planning & Executive Support
• Plan and coordinate domestic and international travel.
• Prepare comprehensive travel itineraries and meeting briefs.
• Handle visa processing, accommodations, and local logistics.
• Travel with the COO when required for meetings, events, or site visits.
• Provide on-ground coordination support during official engagements.

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Job Expectations:

4. Data Analysis, Reporting & Presentation Support
• Prepare professional presentations (PowerPoint/Google Slides) for board meetings, reviews, and strategic discussions.
• Develop dashboards, trackers, and reports using Microsoft Excel (advanced functions, pivot tables, charts, data analysis).
• Assist in preparing operational review decks and performance reports.
• Support business planning through structured documentation and data visualization.

5. Project Planning & Technical Support
• Create and manage PERT and Gantt charts for project planning and monitoring.
• Track project timelines, milestones, and dependencies.
• Assist in reviewing drawings or layouts using AutoCAD (basic understanding preferred).
• Support cross-functional teams in coordinating project execution timelines.
• Maintain project documentation and ensure alignment with deliverables.

6. ERP & Technology Adoption
• Work with ERP systems for tracking operations, reporting, and workflow coordination.
• Assist in improving process efficiencies using digital tools and automation.
• Demonstrate willingness to learn and adopt newer technologies to enhance productivity.
• Support digital transformation initiatives led by the COO.
• Continuously explore tools and systems that improve reporting accuracy and time management.

7. Communication & Stakeholder Management
• Act as the primary liaison between the COO and internal/external stakeholders.
• Draft high-quality business correspondence and documentation.
• Screen communications and prioritize critical matters.
• Maintain strict confidentiality of strategic and sensitive information.

8. Administrative & Operational Excellence
• Organize and maintain structured filing systems (digital and physical).
• Assist in preparing board decks, operational dashboards, and MIS reports.
• Manage expense reports and vendor coordination.
• Support special projects and strategic initiatives as assigned.
• Act as a gatekeeper while maintaining professional relationships across teams.

Qualifications & Experience
• Bachelor’s degree in Business Administration, Engineering, or related field preferred.
• 4–8 years of experience supporting senior leadership.
• Experience supporting CXO-level executives preferred.
• Strong proficiency in:
o Microsoft Excel (advanced level)
o PowerPoint / Presentation design
o Project planning tools (PERT/Gantt charts)
o Basic knowledge of AutoCAD
o ERP systems
• Strong analytical and problem-solving skills.
• Excellent written and verbal communication skills.
• High attention to detail and structured working style.

 

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Minimum Qualification:

Relevant Field

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Minimum Job Experience:

3-5 Years

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Reporting to:

COO

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Travel:

Yes

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