Executive Assistant (EA) cum Chief of Staff

Company Description

Maximus Events believes that impactful marketing programs and events emerge from a 'Target First' approach, building campaigns with intention and precision to achieve desired outcomes. With a professional team experienced in working with major brands, companies, and international fashion labels, Maximus ensures seamless execution and exceptional productions. The organization is committed to delivering outstanding results while providing clients peace of mind through reliable and expert services. Supported by Reema Sanghavi, Maximus is a trusted name in the events and media solutions industry.

Role Description

This is a full-time Chief of Staff position based on-site in Mumbai. We are looking for a sharp, proactive, and highly organised EA cum Chief of Staff to support both Directors in managing operations, communication, and strategic priorities. This role requires strong ownership, confidentiality, and the ability to work as an extension of leadership.

Key Responsibilities

Executive Support & Coordination

• Provide end-to-end executive assistance to both Directors including calendar management, scheduling, travel planning, expense management, and meeting coordination.
• Prioritise tasks, filter communication, and ensure Directors are prepped with the right information before internal and external meetings.
• Act as a point-of-contact between Directors and internal teams, clients, and external partners.

Chief of Staff Responsibilities

• Streamline leadership workflows by tracking ongoing projects, deliverables, and action items across departments.
• Support Directors in day-to-day decision-making with data, insights, and summaries.
• Prepare reports, presentations, proposals, briefs, and communication notes on behalf of the Directors.
• Ensure follow-through on strategic initiatives by coordinating with key stakeholders.
• Uphold internal processes, policies, and timelines to ensure leadership directives are executed efficiently and on time.

Leadership Support & Team Alignment

• Facilitate clear communication between Directors and teams to maintain operational transparency.
• Organise leadership reviews, agenda planning, MOM creation, and follow-up actions.
• Manage confidential and sensitive information with high levels of discretion and integrity.

Operational Excellence

• Assist in improving organisational efficiency by identifying gaps and recommending solutions.
• Support Directors with client-facing tasks including documentation, coordination, and communication.
• Oversee ad-hoc special projects from conceptualisation to execution.

Key Skills & Competencies:

• Exceptional communication (written and verbal)
• Strong organisational and multitasking abilities
• High level of integrity, discretion, and emotional intelligence
• Critical thinking and problem-solving mindset
• Ability to operate efficiently under pressure and manage changing priorities
• Proficiency in MS Office, Google Workspace, and presentation tools
• Strong interpersonal skills and stakeholder management
• Detail-oriented with a proactive, solution-driven approach

Qualifications & Experience:

• Bachelor’s degree required; MBA or equivalent is an advantage
• 4–7 years of experience supporting senior leadership / CXO office / founders
• Prior experience as an EA, Chief of Staff, or in a high-intensity operations role preferred
• Experience in events, media, advertising, or fast-paced service industry is an added plus