Executive Assistant

highly skilled, proactive, and detail-oriented Executive Assistant to the CEO

This role is ideal for someone who thrives in a dynamic environment, enjoys working cross-functionally, and can handle confidential information with exceptional professionalism.

Key Responsibilities

1. Calendar & Scheduling Management

• Prioritize, manage, and maintain the CEOs calendar, ensuring effective utilization of time.
• Schedule internal and external meetings, calls, appointments, and ensure smooth logistical coordination. Prepare and provide meeting materials, briefs, and pre-reads to the CEO.

2. Travel & Logistics Management

• Coordinate comprehensive travel plans including flights, accommodation, visa support, transport, and itineraries. Ensure optimized and seamless travel experiences.

3. Strategic Planning & Business Support

• Work with the CEO and senior leadership on strategic and day-to-day operational activities. Conduct data analysis, project feasibility studies, and performance tracking.
• Prepare MoMs, presentations, agreements, reports, dashboards, and business reviews. Support annual planning, budgeting, audit coordination, and performance evaluations.
• Conduct market research, competitor benchmarking, and business intelligence reporting. Act as a critical liaison between the CEO and key stakeholders.
• Maintain strict confidentiality and accuracy in all business dealings.

4. Operational & Project Coordination

• Serve as the primary point of contact across departments (Project, Sales, Finance, R&D, HR, Production, Operation, SCM, Track ongoing project progress, manage timelines, identify risks, and support task delegation.
• Ensure timely closure of management decisions and action items. Assist in defining KPIs, performance metrics, and review cycles. Provide full-spectrum administrative support and manage incoming documents, memos, and invoices.

5. Executive Support for U.S. Pre-Listing / Nasdaq-Related Activities (Optional)

• Work closely with CEO & CFO on IPO roadmap execution, milestones, and documentation. Assist in preparing and organizing materials for due diligence, SEC filings, analyst briefings, and roadshows.
• Support board meetings, audit committee preparations, and IPO task-force updates. Maintain centralized IPO trackers across legal, finance, HR, investor relations, and compliance.
• Liaise with external advisors—legal counsel, auditors, underwriters—to ensure timely document flow. Assist in preparing investor decks, summaries, and listing presentations.
• Support pre-IPO briefings, media communications, press releases, and announcements. Ensure department-wide alignment on IPO milestones and escalate bottlenecks.

6. Governance, Compliance & Documentation – Post-Listing (Optional)

• Assist with corporate governance documents, communication protocols, and public company policies. Coordinate with advisors on SEC documentation (Form F-1, F-20, 6-K and others).
• Manage secure version control of all sensitive listing documents. Set up systems for post-listing reporting, investor relations, and shareholder communications.
• Support the transition from a private to a publicly listed entity.

Required Skills & Competencies

• Excellent organizational skills, time management, and ability to work under tight timelines.
• Flexibility with extended schedules, cross-time-zone coordination (India–US).
• Strong communication—both written and verbal.
• High attention to detail and structured analytical mindset.
• Ability to act independently, make decisions, and resolve conflicts.
• Ability to screen calls, visitors, and determine appropriate access to the CEO.
• Proven experience managing C-level executives and global stakeholders.
• Strong proficiency in MS Office Suite and AI productivity tools.
• Ability to handle confidential, legal, and sensitive information with professionalism.
• Understanding of IPO processes, U.S. securities regulations, and corporate governance (for optional responsibilities).
• Experience in financial/legal documentation and cross-border business operations is an advantage.

Preferred Qualifications

• Bachelor’s or Master’s degree in Business Administration, Finance, Engineering, Management, or related fields.
• 5–12 years of experience supporting CXO-level executives, preferably in technology, automotive, EV, or global corporations.
• Experience working with U.S.-based leadership teams is highly desirable.