Position Overview
The Executive Process Associate makes sure every decision taken in the CBEO’s review calls turns into an owned, dated action that gets done. You will run the operating rhythm of the Office of the CBEO: preparing each review, capturing outcomes, and following up until actions close.
You will also be the CBEO’s early-warning system for process gaps, bringing recurring blockers to the weekly process review with a proposed fix.
The role is based at Infopark, Kakkanad, Kochi, and is onsite full-time.
Key Responsibilities
- Run the review calendar — set up and manage the CBEO’s recurring reviews across sales campaigns, recruitment, finance, ISO 27001, data and process documentation.
- Prepare every call — send the agenda in advance, collect updates from owners, and give the CBEO a one-page brief.
- Capture what matters — take minutes as decisions, actions (with owner and due date) and open questions.
- Close the loop — send minutes within 2 hours, keep the master action tracker current, follow up before due dates, and escalate anything overdue.
- Improve how we work — spot process gaps and bring them, with a proposed fix, to the weekly process review.
- Handle information with care — work with confidential business, finance and people data every day.
Required Skills
- 2–4 years as an Executive Assistant to a CXO, in a PMO, or as a business or project coordinator, ideally in an IT services company.
- A tracking track record — has personally owned a tracker or action log for at least 6 months, and can show how actions were updated, followed up and closed.
- Escalation — can give a specific example of escalating a missed deadline, including how it was raised and what happened next.
- Advanced Excel — XLOOKUP/VLOOKUP, pivot tables, conditional formatting, data validation, filters and basic dashboards.
- Microsoft 365 — confident with Outlook (calendars, recurring series, rules), Teams (meetings, channels) and SharePoint (folders, permissions, version history).
- Written English — clear, concise minutes and emails that a reader can act on without a follow-up question.
- Stakeholder confidence — comfortable chasing senior leaders politely and persistently.
- Discretion — trusted with confidential information across sales, finance, hiring and security.
- Work mode — willing to work onsite full-time in Kakkanad, Kochi.
Good to Have
- Business-operations, chief-of-staff or founder’s-office experience.
- Exposure to ISO 27001, SOC 2 or other audits — evidence collection, control owners, audit findings.
- Hands-on use of HubSpot or another CRM, and/or an applicant tracking system (ATS).
- Daily use of AI tools such as Claude or ChatGPT for drafting, summarizing and analysis.
- Familiarity with Power BI, Microsoft Lists, Planner or similar tracking tools.
Education
A bachelor’s degree in any discipline; business, commerce or management preferred.
Ideal Candidate
This is not a diary-management or front-office role. It is a tracking and follow-through role that needs the confidence to chase senior leaders, the judgement to escalate early, and the discretion to handle confidential business, finance and people information.
The ideal candidate has personally owned a tracker or action log, can point to a specific escalation they raised and what came of it, and writes minutes and emails clear enough to act on without a follow-up question.