About Company:

Our client is a renowned name in manufacturing of Pistons, Piston Rings, Gravity Casting, Pressure Die Casting & Coatings. It was established in the year 1968 by Mr. R.S. Arora. The company currently caters to both OEM and aftermarket demands in both domestic and export markets with a larger share in exports. It has an eco-friendly state-of-the-art infrastructure spread over 20,000 sq m. to deliver the highest technology standards, an extensive product range, ISO/TS 16949:2009 & ISO 14001 & 18001 Certification, talented management committed to quality and a R&D; centre with Engine Test Cell & flow analysis software.

Job Summary: The Executive Assistant to the COO provides high-level administrative, operational, and executive support to ensure the efficient functioning of the COO's office. The role requires exceptional organizational skills, confidentiality, effective communication, and the ability to coordinate with multiple departments while managing executive priorities and administrative processes. Key Responsibilities: Executive Support

- Manage the COO's calendar, including scheduling meetings, appointments, conferences, and business engagements.
- Coordinate internal and external meetings, prepare meeting agendas, presentations, and minutes, and ensure timely follow-up on action items.
- Screen telephone calls, emails, correspondence, and other communications, responding or escalating as appropriate.
- Handle confidential information with the highest level of discretion and professionalism.
- Act as the primary point of contact between the COO and internal/external stakeholders.

Travel & Expense Management





- Plan and coordinate domestic and international travel, including flight bookings, visa processing, hotel reservations, airport transfers, and travel itineraries.
- Prepare, maintain, and process monthly reimbursement and expense claims for the COO.
- Maintain travel records and ensure compliance with company policies.

Office Administration

- Ensure smooth day-to-day operations of the COO's office.
- Maintain office supplies, stationery, communication devices, housekeeping services, transportation arrangements, and other administrative requirements.
- Coordinate procurement of office equipment and administrative supplies.
- Maintain office layouts, facilities, and administrative systems for operational efficiency.

Reporting & Documentation

- Consolidate weekly, monthly, and periodic reports received from various departments.
- Prepare management reports, presentations, dashboards, and MIS reports for leadership review.
- Assist in preparing operational, sales, procurement, finance, and project-related reports.
- Maintain comprehensive electronic and physical filing systems.

Coordination & Communication

- Liaise with internal departments including Operations, Procurement, Projects, Finance, HR, Contracts, and Administration.




- Coordinate customer, vendor, consultant, and visitor meetings.
- Facilitate communication between the COO and department heads to ensure timely completion of assigned tasks.
- Track pending action items and follow up with stakeholders.

Procurement & Vendor Management

- Maintain vendor and supplier databases.
- Prepare purchase requisitions and monitor purchase/work order records.
- Coordinate office procurement activities and vendor communications.
- Assist in contract documentation and administrative support related to procurement activities.

Records & Data Management

- Maintain databases related to clients, vendors, procurement, and administrative records.
- Ensure proper documentation, record keeping, and data confidentiality.
- Support ERP data management and administrative documentation.

Key Skills & Competencies

- Executive calendar and schedule management
- Meeting coordination and follow-up
- Travel and visa management
- Expense reporting and reimbursement processing
- Office administration and facilities management
- Solid written and verbal communication
- Vendor and contract coordination
- Excellent organizational and multitasking abilities
- High level of confidentiality and integrity
- Problem-solving and decision-making skills
- Time management and prioritization
- Interpersonal and stakeholder management skills

Technical Skills

- Microsoft Office (Word, Excel, Power Point, Outlook)
- Advanced Microsoft Excel
- ERP Systems
- Email and calendar management
- Report preparation and MIS
- Document management systems

📌 Executive Assistant to the Chief Operating Officer (COO)/CEO (India)
🏢 Talent Socio
📍 India