Executive Assistant to CBO

Designation: Executive Assistant to the Chief Business Officer (CBO) Office Location: Bellandur, Bangalore (4 days WFO mandatory)

Position Description: The Executive Assistant to the CBO provides high-level administrative, coordination, and communication support to the Chief Business Officer, enabling effective management of the CBO's calendar, correspondence, meetings, and cross-functional initiatives. The role acts as a key liaison between the CBO's office and internal/external stakeholders, ensuring smooth day-to-day operations and confidentiality of sensitive business information.

Primary Responsibilities:

• Manage the CBO's calendar, appointments, and travel arrangements
• Screen and prioritize incoming calls, emails, and correspondence
• Prepare, proofread, and format presentations, reports, and business documents
• Coordinate and organize internal and external meetings, including agenda preparation and minutes
• Track action items arising from meetings and follow up on deliverables
• Liaise with other departments and business units on behalf of the CBO
• Handle confidential and sensitive information with discretion
• Manage expense reports, invoices, and budget tracking for the CBO's office
• Organize business events, offsites, and stakeholder visits

Additional Responsibilities:

• Support special projects and strategic initiatives as assigned by the CBO
• Coordinate with the executive assistants of other C-suite offices for cross-functional alignment
• Maintain filing systems (physical and digital) for the CBO's office
• Assist in onboarding of new team members within the CBO's office/team

Reporting Team

• Reporting Designation: Chief Business Officer (CBO)
• Reporting Department: Office of the CBO / Business Leadership

Educational Qualifications Preferred

• Category: Full-time
• Field Specialization: Business Administration / Management / Commerce

Required Work Experience

• Industry: Any (Corporate/Professional Services preferred)
• Role: Executive Assistant / Personal Assistant / Secretary to senior leadership
• Years of Experience: 5–8 years, with at least 2 years supporting C-suite or senior leadership

Key Performance Indicators:

• Timeliness and accuracy in calendar and meeting management
• Turnaround time on document preparation and correspondence
• Stakeholder satisfaction (internal/external feedback)
• Confidentiality compliance with zero breaches
• Efficiency in coordination of cross-functional initiatives

Required Competencies:

• Discretion and confidentiality
• Stakeholder management
• Multi-tasking and prioritization
• Attention to detail
• Professional communication and etiquette

Required Knowledge:

• Business processes and organizational structure
• Corporate communication protocols
• Basic understanding of the industry/business domain
• Office management systems and tools

Required Skills:

• Advanced proficiency in MS Office (Word, Excel, PowerPoint, Outlook)
• Excellent written and verbal communication
• Strong organizational and time-management skills
• Minute-taking and report drafting
• Problem-solving and proactive coordination

Required Abilities

• Physical: Ability to work extended hours when required; sit for long periods at a workstation
• Other: Ability to handle high-pressure situations, multitask effectively, and maintain composure with senior stakeholders

Work Environment Details: Office-based role, standard corporate environment, may require flexibility for early/late hours based on CBO's schedule

Specific Requirements

• Travel: Occasional (as required for offsites/business meetings)
• Vehicle: Not mandatory
• Work Permit: Valid work authorization for the country of employment

Other Details

• Pay Rate: As per company grade/band for senior support roles
• Contract Types: Full-time, Permanent
• Time Constraints: Standard business hours with flexibility as needed
• Compliance Related: Adherence to company confidentiality and data protection policies
• Union Affiliation: Not applicable