Executive Assistant – Leadership Office

Executive Assistant – Leadership Office

Location: Mumbai

Experience: 3–6 years

Function: Leadership Office / Business Operations

Reports to: Leadership Team

About the Role:

Zoo Media is looking for a highly organised, proactive and detail-oriented Executive Assistant to work closely with the leadership team.

The role will involve providing comprehensive executive support while ensuring effective coordination across leadership, internal teams, clients and other stakeholders. The ideal candidate should be able to manage multiple priorities, exercise sound judgement, maintain confidentiality and ensure timely follow-through on key responsibilities and initiatives.

Key Responsibilities:

• Manage leadership calendars, meetings, appointments, schedules, travel and other day-to-day requirements.
• Coordinate and prioritise meetings based on business requirements and leadership priorities.
• Track key action items, decisions and commitments, ensuring timely follow-up and closure.
• Prepare meeting agendas, briefs, presentations, reports and other relevant documents to support leadership discussions.
• Coordinate with internal teams and external stakeholders to ensure smooth execution of key initiatives and priorities.
• Draft and manage emails, communication, follow-ups and other correspondence on behalf of leadership.
• Handle confidential and sensitive information with a high degree of discretion and professionalism.
• Conduct research, consolidate information and prepare summaries or reports to support leadership decision-making.
• Manage travel arrangements, itineraries, meetings, events and offsite requirements.
• Maintain trackers, dashboards, documentation and other systems to improve organisation and visibility of key priorities.
• Proactively monitor deadlines, dependencies and pending actions, and flag matters requiring leadership attention.
• Act as a central point of coordination between leadership and relevant internal and external stakeholders.
• Support leadership with ad-hoc operational and business requirements as needed.

Requirements:

• 3–6 years of relevant experience as an Executive Assistant, Business Coordinator, Founder’s Office Associate, Chief of Staff Associate or in a similar role.
• Proven experience supporting senior leadership, founders or senior stakeholders.
• Strong organisational and time-management skills with excellent attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and work effectively in a fast-paced environment.
• Strong follow-through and ability to independently track and close pending tasks.
• Ability to prioritise effectively and exercise sound judgement in situations involving ambiguity or changing requirements.
• High level of discretion and professionalism while handling confidential information.
• Strong interpersonal and stakeholder-management skills.
• Proficiency in Google Workspace, Microsoft Excel/Google Sheets and PowerPoint/Google Slides .
• Familiarity with AI tools and a willingness to leverage technology to improve efficiency and productivity.
• A proactive, solution-oriented approach with the ability to work independently and take ownership of responsibilities.