Position Summary

We are seeking a highly capable, proactive, and technology-savvy Executive Operations Specialist to support senior leadership within the India organization. This role goes beyond traditional administrative support and requires an individual who can operate independently, learn the business quickly, and serve as a trusted partner to leadership.

The ideal candidate is an exceptional organizer, strong communicator, and rapid learner who can anticipate needs, manage competing priorities, and leverage AI and productivity tools to improve efficiency. This individual will help coordinate executive visits, support strategic initiatives, manage leadership operations, and create executive-ready communications and materials with limited guidance.

Key Responsibilities

Executive and Leadership Support

- Partner directly with senior leaders to manage priorities, schedules, business reviews, and strategic activities.
- Prepare executive-ready agendas, presentations, briefing documents, and meeting materials with minimal direction.
- Coordinate leadership meetings, document decisions, track action items, and drive follow-through.
- Anticipate leadership needs and proactively identify solutions before issues arise.

Executive Visit and Event Coordination
- Lead planning and execution of executive visits to India, including onsite events, site tours, stakeholder meetings, and leadership sessions.
- Develop comprehensive visit agendas, logistics plans, attendee schedules, briefing materials, and follow-up actions.
- Coordinate meetings between visiting leaders and local teams,



ensuring the right content, participants, and objectives are aligned.
- Create a seamless experience for executives and guests from planning through completion.

Business Operations and Project Coordination
- Support special projects, sourcing discussions, and strategic initiatives assigned by leadership.
- Learn business operations, organizational priorities, and sourcing strategies to provide increasingly independent support.
- Coordinate cross-functional activities across teams and geographies.
- Monitor progress against commitments, manage action item follow-up, and escalate risks when appropriate.

AI and Digital Productivity
- Leverage Microsoft 365, Copilot, and other approved productivity tools to create presentations, meeting summaries, communications, agendas, and business documents.
- Use AI tools responsibly to improve efficiency, summarize information, structure content, and accelerate recurring work.

Communication and Stakeholder Management
- Interface confidently with senior leaders, business partners, executive assistants, and visiting stakeholders across regions.
- Draft professional communications and executive correspondence with appropriate tone,



clarity, and discretion.
- Handle sensitive and confidential information with the highest level of professionalism.

Required Qualifications
- 5+ years of experience supporting senior leaders, executives, or business operations teams.
- Strong proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, PowerPoint, Word, Excel, Teams, and OneNote.
- Practical experience using AI tools such as Microsoft Copilot or similar productivity technologies.
- Exceptional written and verbal communication skills.
- Strong organizational and project coordination skills with the ability to manage multiple priorities at once.
- Demonstrated ability to work independently with minimal supervision and limited hand-holding.
- Strong judgment, discretion, professionalism, and ability to maintain confidentiality.
- Proven ability to learn current business concepts quickly and apply that knowledge to daily work.

Preferred Qualifications
- Experience supporting senior executives in a global organization.
- Experience coordinating executive visits, leadership forums, onsite events, or large-scale business meetings.
- Exposure to insurance, operations, sourcing, shared services, or global capability center environments.
- Experience creating executive presentations, agendas, briefing documents, meeting summaries, and leadership communications.
- Familiarity with project management practices, action tracking, and collaboration tools

Preferred candidate profile

📌 Executive Operations Specialist / Senior Executive Assistant (Pune)
🏢 Allstate Solutions (ASPL)
📍 Pune