Executive Assistant to CEO (EA + Operations) - Nanakramguda (Hyderabad)

Organization: The Organisation Harley’s Fine Baking (https://www.harleys.com/), is a European style patisserie (premium cake selling company) created by an IIM professor to disrupt the cake and coffee market, established to spread bonafide taste of the streets of Manhattan across the world. Brought into the world from a love for baking, the desire to create a meeting place that serves delicious food with a warm rustic environment. The Organization offers a full scope of Breads, morning merchandise, cakes, baked and savoury goods. Currently the team size is of about 200 people with more than 15 outlets across Hyderabad, along with a plan of opening 100 new outlets across Mumbai, Goa, Vijayawada, Bangalore, Chennai scaling up to 1000 people over the next year.

Designation: Executive Assistant to CEO (EA + Operations)

Work Location: Nanakramguda (Hyderabad, Telangana) - Moderate travel required to restaurant outlets, production facilities and partner locations across India.

Qualification: Bachelor’s degree (mandatory) - Preferred streams: Business Administration, Hospitality Management, Commerce, Management Studies or related fields

Experience: Minimum 2+ year as an Executive Assistant, Operations Coordinator, Chief of Staff–type role, preferably in Hospitality, F&B, FMCG, Retail or Multi-location businesses.

Job Brief: The Executive Assistant to the CEO will provide comprehensive administrative and operational support to the CEO of a fast-growing restaurant chain expanding into packaged food manufacturing and pan-India distribution. This role blends traditional EA responsibilities with operations coordination, MIS tracking, project monitoring and stakeholder management. The incumbent will act as a trusted partner to the CEO, ensuring seamless communication, execution discipline and follow-through across business functions.

Key Responsibilities:

• Manage the CEO’s calendar, priorities, meetings and travel with strong planning and time-management skills, proactively resolving conflicts and optimising schedules across business and site visits.
• Act as the primary communication gatekeeper for the CEO, professionally managing emails, calls and correspondence; drafting clear responses and ensuring timely follow-ups with internal and external stakeholders.
• Prepare and manage high-impact meetings by creating agendas, compiling data-driven pre-reads, documenting minutes and rigorously tracking action items to closure.
• Coordinate weekly and monthly MIS across functions (Retail, Operations, Finance, HR, Production), consolidating data into clear summaries, dashboards and exception reports for leadership review.
• Track and monitor key strategic and operational projects (new outlet launch, CAPEX, plant setup/expansion, product launches) using structured trackers, timelines and escalation mechanisms.
• Liaise effectively with regional heads, functional leaders and frontline teams, scheduling reviews, aligning priorities and ensuring accountability across multiple locations.
• Coordinate with vendors, consultants, auditors and service partners for meetings, documentation and follow-ups, maintaining professionalism, confidentiality and accuracy in all interactions.
• Prepare, format and maintain executive-level presentations, reports and spreadsheets for internal reviews, board/investor updates and partner discussions using MS Office / Google Workspace tools.
• Maintain organised and secure digital documentation systems, including contracts, approvals, SOPs, board materials and operational records, ensuring easy retrieval and compliance readiness.
• Handle sensitive strategic, financial, HR and operational information with the highest level of integrity, discretion and maturity while supporting leadership decisions in a fast-paced environment.

Required Skills:

• Strong calendar management, planning, and prioritisation skills
• Excellent written and verbal communication skills in English
• High proficiency in MS Office / Google Workspace (Excel/Sheets, PowerPoint/Slides, Docs)
• Ability to work with MIS, create basic dashboards, analyse trends, and flag exceptions
• Strong coordination and follow-up skills across multiple teams and locations
• High integrity, discretion, and professionalism

Desired Skills:

• Experience in Hospitality, F&B, Retail, FMCG, or Multi-unit operations
• Knowledge of additional Indian regional languages
• Exposure to project tracking, operations reviews, or leadership reporting
• Basic understanding of food industry operations and compliance frameworks

Personal Attributes:

• High level of maturity, trustworthiness, and discretion
• Detail-oriented with a strong sense of ownership
• Calm, structured, and solution-oriented approach
• Ability to interact confidently with senior leadership, vendors, franchisees, and frontline teams
• Flexible, proactive, and comfortable in a fast-paced, evolving business environment

Job Types: Full-time, Permanent

Pay: Up to ₹1,200,000.00 per year

Ability to commute/relocate:

• Hyderabad, Telangana: Reliably commute or planning to relocate before starting work (Required)

Experience:

• (Exec. Assistant / Operations Coordinator / Chief of Staff) : 2 years (Required)
• (Hospitality / F&B / FMCG) - Multi-location businesses: 1 year (Required)

Willingness to travel:

• 50% (Required)

Work Location: In person