Executive Assistant to COO

About Zolo

Zolo ranks among India's top managed living and hospitality companies, operating diverse accommodations including Coliving, Hotels, and Vacation stays. With a customer base exceeding 100,000, Zolo leverages technology to create a superior living ecosystem focused on outstanding customer experiences.

Role Overview

We are seeking a highly organized and proactive Executive Assistant who will be a true execution partner to the COO, ensuring swift action on leadership priorities and maintaining alignment among stakeholders. This role transcends typical administrative duties, requiring attention to detail, accountability, and the capability to manage high-level coordination in a dynamic environment.

Key Responsibilities

• Oversee the COO's calendar efficiently, prioritizing business needs.
• Facilitate coordination of meetings with internal teams and external partners.
• Ensure timely scheduling of follow-ups and preparation of meeting materials, including agendas and documentation.
• Maintain a central log of all action items from meetings, assigning accountability, deadlines, and measurable outcomes.
• Proactively follow up on commitments and escalate any risks or delays to prevent missed deadlines.
• Document meeting minutes, decisions, and action points; circulate these summaries to relevant parties and monitor progress diligently.
• Liaise with leaders across departments such as Operations, Sales, Finance, HR, Marketing, Technology, and Hotels to coordinate cross-functional projects and promote accountability.
• Compile dashboards, trackers, and weekly reports consolidating updates from multiple teams, highlighting critical issues and providing concise executive summaries.
• Manage confidential records and support special projects or strategic initiatives led by the COO, including conducting necessary research and analysis.

Success Indicators

• Complete and accurate documentation of leadership action items with proactive tracking.
• Consistent and timely communication with stakeholders to ensure follow-through.
• All commitments fulfilled within stipulated timelines.
• Well-prepared business reviews that drive actionable outcomes.
• Identification and mitigation of execution risks before escalation.
• Complete situational awareness for the COO regarding ongoing priorities.
• Enabling leadership to focus more on decision-making than on coordination efforts.

Experience and Qualifications

• 1 to 3 years in roles such as Executive Assistant, Founder's Office, Business Operations, Program/Project Management, Consulting, or Strategy are preferred.
• Exceptional fresh graduates possessing strong organizational capabilities are also welcomed to apply.

Core Skills

• Excellent communication and interpersonal skills.
• Proficiency in organizing, multitasking, and managing detailed schedules efficiently.
• Superior attention to detail combined with disciplined execution.
• Effective stakeholder management competencies.
• Ability to handle confidential information responsibly.
• Knowledgeable in Microsoft Excel, PowerPoint, Google Workspace, and other productivity software.
• Strong analytical thinking and problem-solving aptitude.
• Autonomous working capability requiring minimal oversight.

Preferred Characteristics

• Ownership mindset focused on delivering results.
• Highly proactive, methodical, and organized approach to work.
• Comfortable engaging with senior leadership confidently.
• Consistent follow-through until tasks reach completion.
• Ability to thrive in a fast-moving, changing environment.
• Sound judgment and effective prioritization skills.
• Flexible and available for travel when necessary.

Why Join Zolo?

This position provides a distinctive opportunity to collaborate directly with the COO, gaining exposure to executive decision-making, strategic business planning, operational management, and cross-team coordination. It is a pivotal role that enhances organizational effectiveness while laying a solid foundation for advancing in business operations, strategy, or leadership careers.