Executive Support Officer – Trivandrum, India

Nisje Limited (pronounced Niche) is a collaborative company with the shared interest of placing people’s needs first. We build on the philosophy that people are foundational, and engaging with people as humans is the cornerstone of all our endeavours. We invest, nurture, and support individuals to be creative, courageous leaders in a safe space. Our investments span multiple decades and multiple continents, with teams equally distributed. Aligning with our ethos, we measure each step thoughtfully, keeping in mind the sustainability of our world and environment.

What we look for

Our foundations are based on our key principles – Please see the full description of the key principles at the end of the job description. A keen understanding of them will be required, and you will be asked to recall them if you are shortlisted.

  • Being Mature
  • Being Open
  • Being Transparent
    • Openness
    • Honesty
    • Clarity
    • Accountability
  • Being Diligent
  • Being Responsible

Job Objective

The Executive Support Officer provides executive-level administrative, research, analytical, and coordination support to the Management Team. The role assists management by conducting research, organizing information, analyzing findings, and preparing well-structured recommendations to support informed decision-making.

The position also provides day-to-day executive support through meeting coordination, document preparation, correspondence, tracking action items, and following up on management requests to ensure priorities are progressed in a timely and organized manner.

This role is ideal for someone who is highly organized, intellectually curious, analytical, resourceful, and able to transform complex information into practical, logical, and actionable insights.

Key Responsibilities

1. Research & Executive Analysis

  • Conduct research on business, operational, regulatory, customs, vendor, compliance, market, and organizational matters as requested by Management;
  • Gather information from credible internal and external sources and assess its relevance, reliability, and completeness;
  • Analyze information to identify trends, risks, gaps, opportunities, dependencies, and potential business implications;
  • Organize research findings into concise reports, executive briefs, comparison matrices, briefing papers, presentations, and recommendation papers;
  • Translate complex, technical, or incomplete information into clear, logical, and actionable recommendations for Management;
  • Present findings objectively, highlighting assumptions, supporting evidence, limitations, risks, and recommended courses of action, and;
  • Maintain organized repositories of research materials, reference documents, and supporting information for future use.

3. Management Support & Cross-Functional Coordination

  • Stay informed of key business priorities across departments and group entities, taking into account company-specific and jurisdiction-specific requirements;
  • Track management action items, project milestones, deadlines, and agreed deliverables;
  • Monitor progress and identify matters requiring Management attention, clarification, or intervention;
  • Prepare executive summaries, progress updates, briefing notes, risk registers, escalation points, and recommendation papers;
  • Follow up with internal stakeholders regarding pending information, deliverables, approvals, or agreed actions;
  • Escalate recurring delays, unresolved issues, or business risks to Management where appropriate, and;
  • Support Management in maintaining visibility over strategic initiatives while ensuring accountability remains with the responsible business functions.

5. Stakeholder Communication

  • Prepare and coordinate communications with internal and external stakeholders on behalf of Management;
  • Ensure correspondence is accurate, professional, well-structured, and aligned with Management’s instructions and the Company’s position;
  • Coordinate requests for information and ensure timely responses from relevant stakeholders;
  • Build effective working relationships across departments, group entities, external partners, and professional advisers, and;
  • Support cross-functional collaboration by consolidating updates, identifying information gaps, and facilitating effective communication.

2. Executive Support & Business Administration

  • Provide day-to-day executive and administrative support to the Management Team;
  • Manage calendars, meetings, travel arrangements, and executive schedules;
  • Coordinate internal and external meetings, including agendas, logistics, minutes, action items, and follow-up activities;
  • Prepare presentations, reports, executive correspondence, business documents, and management briefing materials;
  • Organize and maintain management records, confidential files, reference materials, and documentation, and;
  • Assist in preparing internal communications, announcements, reports, and other executive documentation.

4. Compliance & Corporate Administration Support

  • Support Management with corporate administration and compliance activities across multiple group entities;
  • Assist with Know Your Customer (KYC) submissions, corporate filing coordination, document collation, statutory records, and regulatory documentation;
  • Track regulatory, contractual, and corporate deadlines and ensure timely follow-up;
  • Coordinate with legal counsel, finance, corporate service providers, government authorities, vendors, and other relevant stakeholders to facilitate timely completion of compliancerelated activities, and;
  • Maintain organized corporate records and compliance documentation.

6. Confidentiality & Professional Judgment

  • Handle confidential operational, financial, personnel, legal, compliance, and Managementrelated information with the highest level of discretion;
  • Exercise sound judgment when handling sensitive matters, prioritizing competing requests, and determining when issues require escalation;
  • Demonstrate professionalism, maturity, and integrity in all interactions and assignments, and;
  • Ensure confidential information is stored, managed, and communicated appropriately.

Job Requirements & Qualifications

Qualifications

  • Bachelor’s Degree in Business Administration, Management, Data Analytics, Law, or a related discipline;
  • Resident and citizen of India;
  • Minimum of 5 years’ experience in executive support, executive administration, business support, corporate administration, research, compliance, or a similar role;
  • Experience supporting senior executives, business owners, directors, or management teams is preferred;
  • Experience working across multiple legal entities, jurisdictions, or multinational organizations is an advantage, and;
  • Experience in a distributed work environment is desirable.

Core Competencies

  • Strong analytical and problem-solving skills;
  • Excellent research and information synthesis capability;
  • Sound judgment and executive decision-support ability;
  • Exceptional organization, planning, and attention to detail;
  • Excellent written and verbal communication skills;
  • Professional stakeholder management and relationship-building;
  • High level of discretion, confidentiality, and integrity;
  • Proactive, resourceful, and solutions-oriented;
  • Ability to manage multiple priorities while maintaining accuracy and quality;
  • Mature, accountable, dependable, and resilient;
  • Curious with a continuous learning mindset, and;
  • Comfortable working across multiple business functions, jurisdictions, and multicultural
    teams.

Technical Skills

  • Strong research, analytical, and critical thinking skills;
  • Ability to evaluate information objectively and formulate practical, evidence-based recommendations;
  • Excellent business writing, report writing, and presentation preparation skills;
  • Strong organizational skills with the ability to manage multiple priorities simultaneously;
  • Proficiency in productivity software (e.g., word processing, spreadsheets, presentation software, and document management systems), as well as AI tools;
  • Ability to learn new systems, technologies, and business processes quickly, and;
  • Experience working with corporate records, compliance documentation, or governancerelated administration is an advantage.

Compensation

  • Up to INR 1,200,000 per annum

Benefits

  • Health Insurance allowance
  • End-of-year paid time-off of 2 weeks
  • Plus more

Location: Trivandrum (Onsite)
Experience: Minimum of 5 Years
Engagement Type: Full-time

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Key Principles – An explanation

1. Being Open

The phrase “being open” can have various meanings depending on the context. As an Adjective and in an interpersonal context:

1. Receptive or Willing to Consider New Ideas:

  • MEANING: WILLING TO LISTEN TO, CONSIDER, OR ACCEPT DIFFERENT VIEWPOINTS, SUGGESTIONS, IDEAS OR EXPERIENCES.
  • EXAMPLE: “SHE IS OPEN TO TRYING NEW CUISINES.” ; “BEING OPEN-MINDED CAN LEAD TO PERSONAL GROWTH.”

2. Transparent and Honest:

  • MEANING: BEING CANDID AND STRAIGHTFORWARD IN COMMUNICATION; NOT HIDING ANYTHING.
  • EXAMPLE: “HE WAS OPEN ABOUT HIS FEELINGS AND THOUGHTS.”

3. Open Communication:

  • MEANING: ENGAGING IN HONEST AND TRANSPARENT DIALOGUE.
  • EXAMPLE: “OPEN COMMUNICATION IS CRUCIAL IN ANY RELATIONSHIP.”

In summary, “being open” can describe a state of receptiveness, transparency, accessibility, flexibility, or honesty, depending on the situation.

2. Transparent

The phrase “being transparent” generally means being open, honest, and clear in communication and actions. It involves sharing information freely and being straightforward about intentions, decisions, and processes. Here are some detailed aspects of what it means to be transparent:

1. Clarity and Openness:

  • MEANING: COMMUNICATING IN A WAY THAT IS EASY TO UNDERSTAND AND LEAVES NO ROOM FOR MISINTERPRETATION.
  • EXAMPLE: “THE COMPANY WAS TRANSPARENT ABOUT ITS FINANCIAL STATUS WITH ITS EMPLOYEES.”

2. Honesty and Integrity:

  • MEANING : BEING TRUTHFUL AND NOT HIDING ANY RELEVANT FACTS OR INFORMATION.
  • EXAMPLE : “HE WAS TRANSPARENT ABOUT HIS PAST MISTAKES DURING THE INTERVIEW.”

3. Visibility and Accessibility:

  • MEANING : MAKING INFORMATION READILY AVAILABLE AND EASILY ACCESSIBLE TO THOSE WHO NEED OR HAVE A RIGHT TO KNOW.
  • EXAMPLE : “THE GOVERNMENT PLEDGED TO BE TRANSPARENT BY PUBLISHING ALL PUBLIC SPENDING REPORTS ONLINE.”

IN SPECIFIC CONTEXTS:

1. In Business and Organizations:

  • MEANING : PROVIDING CLEAR AND HONEST INFORMATION ABOUT BUSINESS OPERATIONS, DECISIONS, AND FINANCIAL MATTERS TO STAKEHOLDERS.
  • EXAMPLE : “TRANSPARENT BUSINESSES BUILD TRUST WITH THEIR CUSTOMERS AND INVESTORS.”

2. In Personal Relationships:

KEY CHARACTERISTICS:

1. Openness:

  • SHARING INFORMATION FREELY WITHOUT WITHHOLDING ANYTHING THAT MIGHT BE IMPORTANT.

2. Honesty:

  • BEING TRUTHFUL AND STRAIGHTFORWARD IN ALL COMMUNICATIONS.

3. Clarity:

  • MEANING : BEING OPEN AND HONEST ABOUT ONE’S FEELINGS, INTENTIONS, AND ACTIONS.
  • EXAMPLE : “A TRANSPARENT RELATIONSHIP IS BUILT ON MUTUAL TRUST AND OPEN COMMUNICATION.”
  • PROVIDING INFORMATION IN A CLEAR AND UNDERSTANDABLE MANNER, AVOIDING AMBIGUITY.

4. Accountability:

  • BEING RESPONSIBLE FOR ONE’S ACTIONS AND BEING WILLING TO EXPLAIN THEM.
  • EXAMPLE SENTENCES:
    • “THE MANAGER WAS TRANSPARENT ABOUT THE REASONS BEHIND THE LAYOFFS.”
    • “A TRANSPARENT PROCESS HELPS TO AVOID MISUNDERSTANDINGS AND BUILDS TRUST.“

In summary, being transparent means being open, honest, clear, and accountable in communication and actions, ensuring that relevant information is easily accessible and understandable.

3. Diligent

The word “diligent” is an adjective that describes someone who is careful and persistent in their work or efforts. It implies a sense of thoroughness, attention to detail, and consistent hard work.

  • MEANING – SHOWING CARE AND CONSCIENTIOUSNESS IN ONE’S DUTIES OR WORK.
  • USAGE – TYPICALLY USED TO DESCRIBE A PERSON WHO WORKS HARD AND PUTS A LOT OF EFFORT INTO THEIR TASKS, CONSISTENTLY STRIVING FOR ACCURACY AND QUALITY.
  • EXAMPLE – “SHE WAS A DILIGENT STUDENT, ALWAYS COMPLETING HER ASSIGNMENTS ON TIME AND PAYING CLOSE ATTENTION TO EVERY DETAIL.”IN SUMMARY, A DILIGENT PERSON IS ONE WHO IS DEDICATED, ATTENTIVE, AND HARD-WORKING.

4. Responsible

The word “responsible” is an adjective that describes someone who has the duty or obligation to deal with something or someone, and who is reliable and trustworthy in fulfilling those obligations. Here is a more detailed definition:

  • MEANING(S)
  • 1. HAVING AN OBLIGATION TO DO SOMETHING AS PART OF A JOB OR ROLE.
  • 2. BEING THE PRIMARY CAUSE OF SOMETHING AND SO ABLE TO BE BLAMED OR CREDITED FOR IT.
  • 3. CAPABLE OF BEING TRUSTED TO DO WHAT IS RIGHT OR TO DO THE THINGS THAT ARE EXPECTED OR REQUIRED.
  • USAGE – USED TO DESCRIBE A PERSON WHO IS ACCOUNTABLE FOR THEIR ACTIONS AND DUTIES, AND WHO CAN BE TRUSTED TO HANDLE TASKS AND MAKE DECISIONS RELIABLY.
  • EXAMPLE(S)
  • “SHE IS RESPONSIBLE FOR MANAGING THE PROJECT AND ENSURING IT IS COMPLETED ON TIME.”
  • “HE WAS FOUND RESPONSIBLE FOR THE ACCIDENT.”
  • “A RESPONSIBLE PERSON ALWAYS KEEPS THEIR PROMISES AND MEETS THEIR COMMITMENTS.”

In summary, being responsible means being accountable, dependable, and trustworthy in fulfilling one’s duties and obligations.

5. Mature

The word “mature” can be used as both an adjective and a verb, with slightly different meanings in each case. Here are the definitions for the use case of an Adjective:

1. Emotionally or Mentally Developed:

  • MEANING: HAVING OR SHOWING THE MENTAL AND EMOTIONAL QUALITIES OF AN ADULT; BEHAVING IN A SENSIBLE AND RESPONSIBLE WAY.
  • EXAMPLE – “SHE IS VERY MATURE FOR HER AGE, ALWAYS HANDLING DIFFICULT SITUATIONS CALMLY.”

2. Considered and Thoughtful:

  • MEANING: MADE AFTER CAREFUL CONSIDERATION; SHOWING CAREFUL THOUGHT.
  • EXAMPLE: “HE MADE A MATURE DECISION AFTER WEIGHING ALL THE OPTIONS.”

In summary, as an adjective, “mature” can refer to the state of being fully developed, whether physically, mentally, or emotionally.