Executive Assistant to CEO - Kochi

About the Company and Role

Populux HR, a professionally run executive search firm in Kochi, Kerala, is recruiting an Executive Assistant to provide dedicated administrative assistance to the CEO of a prominent business group headquartered in Kerala.

Primary Responsibilities

• Efficient management of the CEO's calendar, scheduling appointments, meetings, and daily priorities to optimize their time.
• Planning and organizing internal and external meetings, including preparing agendas, presentations, and necessary documents.
• Arranging all aspects of business travel such as flights, accommodations, ground transportation, and detailed itineraries.
• Serving as the main liaison between the CEO and internal teams, partners, vendors, consultants, and external contacts.
• Drafting, reviewing, and maintaining reports, business letters, presentations, and MIS reports as needed.
• Tracking and ensuring timely follow-up on decisions and action items from meetings by coordinating with relevant teams.
• Liaising with various departments and retail units to gather progress updates, information, and status reports on key projects and activities.
• Safekeeping confidential records and sensitive documents with utmost discretion.
• Assisting the CEO with monitoring crucial business priorities, project timelines, deadlines, and initiatives across divisions.
• Managing official communications, including emails, phone calls, and correspondence on behalf of the CEO promptly and appropriately.
• Helping coordinate management and review meetings, business events, and visits to retail or other operational sites.
• Anticipating the CEO's needs by identifying pending tasks and providing timely reminders and administrative support to enhance efficiency.

Candidate Qualifications

• Proven proficiency in executive administrative support with expertise in managing calendars, meetings, and office workflow.
• Experienced in handling executive support functions, including travel coordination and expense reporting.
• Strong communication skills, both written and verbal, to interact effectively with internal teams and external stakeholders.
• Excellent organizational abilities, attention to detail, and capacity to manage multiple priorities in a dynamic environment.
• Comfortable using MS Office suite (Word, Excel, PowerPoint, Outlook) along with digital collaboration tools.
• High level of confidentiality, judgment, and ability to operate independently with minimal guidance.
• A bachelor's degree in any field or equivalent experience in administration or office management is preferred.

Experience Required

A minimum of 5 years in an executive assistant role or similar administrative positions supporting senior leadership is highly desirable.

Compensation and Location

The salary offered is competitive and will correspond to the candidate’s experience and qualifications. The position is based in Kochi, Kerala.