Executive Assistant

Job Title:

Location:

Shift Timings-

Role Overview

The Executive Assistant to the CEO will play a pivotal role in providing high-level administrative, operational, and strategic support to the Chief Executive Officer. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The role involves close coordination with senior management, clients, and internal teams to ensure smooth execution of business and operational goals.

Key Responsibilities

1. Executive Support & Calendar Management

• Manage the CEOs calendar, schedule, and appointments with precision and foresight.
• Plan and coordinate

  senior manager reviews

  ,

  bonus valuations

  , and

  PMS (Performance Management System)

  schedules.
• Track client-related issues and ensure they are logged and followed up for inclusion in PMS discussions.
• Attend key CEO meetings, take accurate minutes, and maintain a tracker for follow-up actions.
• Coordinate and ensure

  senior managers conduct client review meetings

  , prepare notes, and maintain compliance with reporting standards.

2. Client Relations & Administration

• Maintain an up-to-date

  client database

  including addresses, key contacts, and communication logs.
• Organize and send

  client gifts and greetings

  for key occasions such as festivals, birthdays, and anniversaries.
• Support client relationship management by ensuring timely communication and follow-up on key matters.

3. Financial & Expense Management

• Manage

  CEO expense claims

  and vendor invoices; ensure timely processing and filing.
• Monitor

  budget vs. actual costs

  , highlight deviations, and support periodic reporting.
• Work closely with the

  Chartered Accountant (CA)

  to track

  GST payments, refunds, and reconciliations

  .

4. HR & Team Coordination

• Review and track

  HR metrics

  such as attendance, work-from-home reports, leave balances, and compliance.
• Coordinate internal team communication and circulate

  monthly updates

  or newsletters.
• Assist in planning and execution of

  team events

  , celebrations, and offsite meetings.
• Support HR in ensuring timely completion of appraisals and PMS-linked reviews.

5. Communication & Social Media

• Draft, review, and coordinate internal and external communications on behalf of the CEO.
• Support company

  social media initiatives

  , including preparing and scheduling posts for LinkedIn and other platforms.
• Maintain consistent brand tone and ensure professional communication across channels.

6. Delivery Oversight & Reporting

• Review departmental

  delivery reports

  , track key performance indicators, and escalate critical issues to the CEO.
• Maintain a dashboard for ongoing projects, highlighting deadlines, dependencies, and risks.
• Ensure all action items from client or management meetings are tracked and completed within timelines.

7. General Administrative & Strategic Support

• Prepare

  presentations, briefs, and management reports

  for meetings and reviews.
• Handle confidential information with the utmost discretion.
• Support the CEO with ad-hoc projects, research, and coordination tasks as required.

Qualifications & Experience

• Bachelors degree in Business Administration, Commerce, or a related field.
• 58 years of experience in a similar executive assistant or business coordination role, preferably supporting senior leadership.
• Experience in a

  professional services

  ,

  KPO

  , or

  accounting/finance

  environment preferred.
• Proficiency in MS Office (Excel, PowerPoint, Word) and collaboration tools (Google Workspace, Slack, Asana, etc.).

Skills & Attributes

• Exceptional organizational and multitasking abilities.
• Strong written and verbal communication skills.
• High degree of professionalism and integrity.
• Analytical mindset with attention to detail.
• Ability to work independently with minimal supervision.
• Strong interpersonal skills and ability to coordinate across departments.

Performance Indicators (KPIs)

• Timeliness and accuracy of meeting schedules, follow-ups, and PMS-related tasks.
• Quality and consistency of client communication and reporting.
• Budget tracking accuracy and timely expense reconciliation.
• HR reporting accuracy and compliance with internal schedules.
• Timely completion of CEO-assigned projects and deliverables.

Perks & Benefits: