Executive Assistant to CEO & Office Operations Coordinator

Brief Description Brief Description

Location: Trivandrum only (Work from office) Experience: 1 to 3 years Role Type: Full-time | Confidential support

About us LTS is a leading Operational Excellence and Lean Industry 4.0 software company, building digital platforms that power execution for large, complex organisations worldwide. Headquartered in the United Kingdom, we have spent over a decade establishing a strong position in the Lean and Leadership 4.0 space, delivering enterprise solutions used by global organisations, including Fortune 500 companies. Our products help move Lean from frameworks into daily execution by combining deep domain expertise with scalable, modern software. With teams across India, Germany, Poland, the United States, the UAE, Jordan, and Mexico, LTS continues to gain momentum as organisations accelerate their digital and people-centric transformation initiatives.   Why You Will Love Working With Us

Opportunity to build a career in a specialised, high-impact B2B software domain. Work on globally deployed enterprise products used by large organisations, including Fortune 500 companies. Gain early exposure to international clients and cross-cultural teams across multiple regions. Build and scale purpose-driven technology that solves real operational and leadership challenges. Grow faster in a company expanding its products, customers, and global footprint Work in a respectful, people-first culture that values ownership, collaboration, and continuous improvement.

  About the Role We are seeking a trustworthy, detail-oriented, and proactive Executive Assistant to CEO & Office Operations Coordinator to support the CEO across day-to-day executive coordination, documentation, procurement, office operations tracking, and statutory compliance coordination. This role requires strong follow-up discipline, excellent organization skills, and hands-on comfort with MS365 and Excel. At LTS, transaction volume is limited, but execution quality is critical. Your success will be measured by closures, on-time compliance, smooth office operations, and reduced operational load on the CEO. Training will be provided for internal processes and workflows such as PF/ESI/GST/Softex/basic accounts coordination.   Key Responsibilities A) CEO Office / Executive Assistance

Manage the CEO’s calendar, meetings, priorities, reminders, and day-to-day coordination. Prepare structured Minutes of Meetings (MoMs) with clear action items, owners, and timelines. Maintain an Action Tracker and ensure closures through disciplined follow-ups. Draft emails/messages, prepare documents, and ensure systematic record-keeping with confidentiality.

B) Compliance Coordination (with CA/Consultants)

Coordinate statutory compliance workflows and timelines: PF, ESI, GST, Softex (document collection, tracking, proof storage). Track payment due dates, challans/acknowledgements, and maintain clean compliance folders (SharePoint/OneDrive).

C) Procurement, Renewals & Payments Support

Own routine procurement coordination: quotations, comparisons, ordering, delivery follow-up, and invoice collection (including bi-weekly stationery needs). Maintain trackers for payments, renewals, vendors, invoices, and ensure proper documentation for each transaction. Prepare periodic summaries for CEO: upcoming renewals, pending payments, procurement status, and exceptions requiring approval.

D) Office Operations & Asset Coordination (Ownership + Tracking)

Maintain an accurate asset register (laptops/monitors/furniture/other equipment); support tagging, issue/return tracking during onboarding and exit. Coordinate office maintenance via vendors (internet/AC/electrical/plumbing/general maintenance): raise requests, follow up, and track closure. Ensure availability of office consumables/stationery through scheduled procurement; maintain stock/consumption trackers. Coordinate courier/dispatch, scanning/printing, and systematic filing (SharePoint/OneDrive). Ensure meeting rooms are ready (setup coordination, projector/cables/printers as needed) and support internal events/celebrations when required. Handle occasional external coordination tasks (bank/courier/vendor pickup) if needed.

E) HR Coordination Support (as needed)

Support HR in coordination activities such as interview scheduling, documentation, and onboarding checklists—while minimizing CEO involvement in routine HR steps.

Preferred Skills   Experience: 1–3 years experience as an Executive Assistant / Admin Assistant / Office Coordinator / Operations Coordinator (preferably in a small-to-mid sized company). Education: Graduate in any discipline.   Preferred Skills

Strong written and verbal communication skills. Hands-on experience with MS365 (Outlook, Teams, Word, OneDrive/SharePoint, PowerPoint, Excel). Strong Excel skills (filters, lookups, trackers; advanced formulas are a plus). High integrity, discretion, reliability, and ownership. Comfortable coordinating with vendors/consultants and pushing tasks to closure. Exposure to PF/ESI/GST/Softex/basic accounts (even if only coordination) is a strong advantage. Optional/Preferred: Two-wheeler + valid driving licence (useful for occasional errands).

  Interested candidates may forward their detailed resume to careers@ltslean.com with the subject line “Executive Assistant to CEO & Office Operations Coordinator” and include the following information in the email content:

Current CTC: Expected CTC: Notice Period: Current Location: Total Relevant Experience: Willingness to work at office: