Executive Assistant to CEO and Executive Operations Coordinator
Job Type: Full-time, Permanent
Location: India, Remote Initially
Work Arrangement: Remote initially, with potential hybrid or in-office work in Hyderabad in 2027-2028
Business Hours: U.S. Eastern Time business hours. Approximately 7:30 PM to 3:30 AM IST during U.S. standard time, and 6:30 PM to 2:30 AM IST during U.S. daylight saving time.
Reports To: Chief Executive Officer
About the Role
We are a growing U.S.-based IT services and technology reseller with back-office operations and support teams in India and Latin America.
We are hiring a highly organized, mature, and confidential Executive Assistant to support the CEO directly. This role combines executive support, meeting management, project coordination, leadership follow-up, and CEO office operations.
The successful candidate will help the CEO stay focused on high-value priorities by managing schedules, preparing meetings, tracking decisions, following up on commitments, organizing documents, and coordinating key company projects.
This is a high-trust role. You will have access to confidential business, financial, personnel, client, leadership, and limited personal information. Discretion, good judgment, strong English, and reliability are essential.
Key ResponsibilitiesCEO Support
- Manage the CEO’s calendar, meeting schedule, reminders, and priorities
- Coordinate internal and external meetings across U.S., India, Peru, and other time zones
- Prepare meeting agendas, pre-reads, background information, and follow-up materials
- Review and organize incoming requests, emails, documents, and meeting invitations
- Flag urgent items, decisions, risks, and deadlines requiring CEO attention
- Draft professional emails, messages, summaries, and follow-up communication for CEO review
- Coordinate travel, appointments, and limited personal logistics when assigned
Leadership Meeting Management
- Support weekly leadership meetings, revenue meetings, strategy meetings, and one-on-one meetings
- Record decisions, action items, owners, deadlines, and blockers
- Maintain a leadership action tracker
- Follow up with department heads before deadlines
- Escalate overdue, blocked, or high-risk items to the CEO
- Create concise meeting summaries and send them to appropriate attendees
Executive Operations and Project Coordination
- Maintain the CEO’s master priority list and company transformation tracker
- Track major projects across Finance, Operations, HR, Sales, Service Delivery, compliance, systems, hiring, and consultants
- Maintain project status, owners, deadlines, deliverables, risks, and next steps
- Coordinate meetings, documents, and deliverables with consultants, vendors, contractors, and internal leaders
- Ensure action items from consultants and leadership are tracked through completion
- Prepare simple decision briefs for the CEO that summarize the issue, recommendation, cost, risk, owner, and deadline
Document and Information Management
- Organize confidential CEO, leadership, consultant, finance, HR, legal, and project documents
- Maintain secure folders, meeting notes, decision logs, action trackers, and executive dashboards
- Ensure documents are stored in approved company systems
- Maintain version control and easy access to current documents
- Protect all confidential information and follow company security requirements
Hiring and Administrative Coordination
- Coordinate candidate interviews, leadership interviews, consultant calls, and follow-up communication
- Track candidate status, interview feedback, screening information, and next steps
- Support contract, NDA, invoice, and approval routing
- Assist with creating presentations, meeting notes, reports, and executive documents
- Coordinate with Operations, HR, Finance, Sales, and Service Delivery as needed
Required Skills and Experience
- 4 or more years of experience supporting a CEO, founder, executive, senior leader, or business owner
- Experience working in an Executive Assistant, Chief of Staff Assistant, Executive Operations, or Project Coordinator role
- Excellent spoken and written English
- Strong organization, follow-up, prioritization, and time-management skills
- Ability to work independently with limited direction
- Strong judgment and ability to handle confidential information
- Experience supporting meetings, calendars, executive communications, and action tracking
- Advanced Microsoft 365 skills, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint or OneDrive
- Experience using project-management, CRM, HR, or finance platforms such as Zoho, ClickUp, Asana, Monday.com, HubSpot, Salesforce, or similar systems
- Comfortable working U.S. Eastern Time business hours
- Stable internet connection and professional remote-work environment
Preferred Experience
- Experience supporting a CEO in an IT services, MSP, technology, SaaS, cybersecurity, consulting, or professional services company
- Experience coordinating teams across the United States, India, and Latin America
- Experience creating executive dashboards, reports, and PowerPoint presentations
- Experience working with Finance, HR, Sales, Operations, and Service Delivery leaders
- Experience supporting a founder-led or rapidly growing company
Success Measures
Success in this role means:
- The CEO enters meetings prepared with the right information
- Every meeting has documented decisions, owners, and deadlines
- Leadership action items are tracked and followed up consistently
- The CEO has a clear daily and weekly view of priorities, risks, decisions, and overdue items
- Consultants, department leaders, and project owners receive timely follow-up
- Important work does not get lost across emails, chats, meetings, and documents
- Confidential information remains secure and properly organized
- The CEO spends more time on strategy, growth, clients, partnerships, and major decisions
Application Instructions
Please include the following in your application:
- Your experience supporting a CEO, founder, or senior executive.
- Your experience working U.S. Eastern Time business hours from India.
- The tools you have used for calendar management, project tracking, meeting notes, and executive reporting.
- An example of how you tracked action items across multiple department heads.
- Your current salary, expected salary, and notice period.
- Your English proficiency rating from 1 to 10.
- A short written example of a professional follow-up email you would send after a leadership meeting.
Pay: ₹28,000.00 - ₹37,000.00 per month
Benefits:
- Flexible schedule
- Internet reimbursement
- Paid sick time
- Paid time off
- Work from home
Work Location: Remote
