Role Purpose To serve as a trusted executive support partner to the COO by managing priorities, schedules, leadership interactions, travel, meetings, follow-ups, and administrative requirements. The role will act as a central coordination point between the COO and key internal and external stakeholders, enabling the COO to maximize productivity and focus on strategic priorities.

Key Responsibilities

Executive & Calendar Management

- Own and proactively manage the COOs calendar, appointments, meetings, and priorities.
- Prioritize meetings and commitments based on business requirements and the COOs priorities.
- Ensure effective utilization of the COO’s time by planning schedules well in advance and identifying potential conflicts.
- Prepare the COO for meetings by ensuring relevant agendas, documents, presentations, and information are available beforehand.

Leadership & Stakeholder Coordination
- Act as the primary point of contact between the COO and internal/external stakeholders.
- Coordinate with senior leadership, functional heads, clients, partners, and other key stakeholders on behalf of the COO.
- Schedule and coordinate leadership meetings, reviews, workshops, town halls, and other executive engagements.
- Maintain a high level of professionalism and confidentiality while interacting with senior stakeholders.

Travel & Event Management
- Manage end-to-end domestic and international travel arrangements for the COO.
- Coordinate flights, accommodation, transportation, visas, itineraries, and other travel-related requirements.
- Organize physical and virtual workshops, leadership meetings, offsites, and executive events.
- Ensure all logistical arrangements are planned and executed smoothly.

Action Tracking & Follow-up
- Track key decisions, Call to Actions (CTAs), commitments, and follow-ups arising from leadership meetings.




- Maintain appropriate trackers and proactively follow up with stakeholders to ensure timely closure.
- Highlight pending, delayed, or high-priority actions to the COO.
- Support the COO in maintaining visibility of critical business priorities and timelines.

Executive Administration
- Manage administrative requirements related to the COO and their direct reports/subordinates.
- Handle relevant internal tools, systems, dashboards, and trackers on behalf of the COO.
- Prepare reports, presentations, MIS, meeting notes, and other executive documentation as required.
- Maintain organized records and ensure timely availability of critical information.
- Handle confidential and sensitive business information with a high degree of discretion.

Executive Productivity & Business Support
- Anticipate the COO’s requirements and proactively address routine coordination needs.
- Identify opportunities to streamline scheduling, communication, and administrative processes.
- Ensure the COO is adequately prepared for key meetings, reviews, and engagements.
- Support the COO in managing priorities and ensuring important commitments do not get missed.
- Take ownership of ad-hoc executive assignments and special projects as required.

Key Skills & Competencies
- Strong executive presence and professional communication.
- Excellent calendar, time, and priority management skills.
- Strong stakeholder management and interpersonal skills.
- High level of discretion and confidentiality.
- Excellent follow-up and action-tracking capabilities.
- Ability to multitask and manage competing priorities in a fast-paced workplace.
- Strong attention to detail and problem-solving ability.
- Proficiency in MS Office / Google Workspace and virtual collaboration tools.
- Ability to work independently and anticipate requirements.
- Strong ownership, maturity, responsiveness, and ability to work with senior leadership.

📌 Executive Assistant To the COO (Chennai)
🏢 Kaar Technologies
📍 Chennai