Job Description
Position: Executive Assistant
Reporting To: Chief Executive Officer (CEO)
Location: Airoli, Mumbai, India
About the Role
We are seeking a highly organized and proactive Executive Assistant to support the CEO and senior leadership while coordinating business operations across multiple international entities. This role requires an individual who can effectively manage executive priorities, coordinate cross-functional projects, oversee operational reporting, and quality initiatives, and act as a key liaison between business units, vessels, and corporate functions.
The ideal candidate is a strong communicator with excellent organizational skills, the ability to manage multiple priorities simultaneously, and a proven track record of working with senior stakeholders in a dynamic, fast-paced environment and should be open to international travel schedules.
Key Responsibilities
Executive Office Support
- Manage the CEO's calendar, meetings, travel coordination, and executive priorities.
- Prepare agendas, record meeting minutes, monitor action items, and ensure timely follow-up.
- Organize leadership meetings, town halls, and executive communications.
- Coordinate domestic and international travel arrangements for senior management.
Business Operations & Reporting
- Prepare and consolidate weekly, monthly, and ad hoc management reports.
- Monitor project progress and coordinate updates across multiple business functions.
- Track key deliverables and ensure timely completion of assigned actions.
- Support management with operational reporting and business analytics.
Cross-Functional Coordination
- Act as a central point of coordination between Operations, Technical, Finance, HR, IT, Procurement, and external stakeholders.
- Facilitate communication across international offices and vessel management teams.
- Support implementation of business improvement initiatives and operational projects.
Systems & Process Coordination
- Coordinate user support for business applications and internal systems.
- Manage issue tracking through ticketing platforms and liaise with internal and external support teams until resolution.
- Coordinate user access, system onboarding, vendor registrations, and master data updates.
- Support continuous improvement of operational processes and digital workflows.
Team Coordination
- Coordinate and monitor activities of the India support team.
- Allocate work, monitor progress, and ensure timely completion of deliverables.
- Foster collaboration across departments and support continuous process improvement.
Qualifications
- Bachelor’s degree in business administration, Human Resources, Management, Operations, or a related discipline.
- Master's degree or professional certification is an advantage.
Experience
- 6–10 years of experience in Executive Office, Business Operations, Project Management, Administration, or a similar role.
- Experience supporting C-level executives or senior leadership.
- Experience working in multinational organizations is preferred.
- Exposure to the maritime, cruise, hospitality, logistics, or shipping industries is an advantage.
Skills & Competencies
- Excellent organizational and planning skills.
- Strong stakeholder management and interpersonal skills.
- Outstanding verbal and written communication.
- Ability to manage multiple priorities with attention to detail.
- Strong analytical and problem-solving capabilities.
- Ability to work independently while coordinating with global teams.
- High level of professionalism, discretion, and confidentiality.
- Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, Word, and Outlook.
- Experience with collaboration platforms, reporting tools, and workflow management systems is desirable.
Pay: ₹30,000.00 - ₹75,000.00 per month
Benefits:
- Health insurance
- Paid sick time
- Provident Fund
Ability to commute/relocate:
- Airoli, Navi Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- This role requires extensive International Travel are you comfortable with this requirement?
Willingness to travel:
Work Location: In person
