Executive Assistant to CEO

Location: Surat HQ

Experience Level: 3+ years

Timings: Mon to Sat – 9.30 am to 6.30 pm

Employment Type: Full-Time

About the Company:

Moduco is a leading modular construction company specializing in pre-fabricated building solutions. We cater to architects, developers, and contractors, offering efficient, sustainable, and customizable construction options. Our innovative approach ensures high-quality, cost-effective, and time-saving projects.

Job Summary:

We are seeking a proactive and highly organized Executive Assistant (EA) to support the Founder & CEO of Moduco. The EA will be responsible for handling a broad variety of administrative, operational, and strategic tasks, allowing the Director to focus on high-level priorities, stakeholder engagement, and business growth. This role involves managing schedules, coordinating meetings, handling communications, providing various reports and performing a variety of tasks to ensure the Director's workday is productive and efficient. The ideal candidate should be proactive, detail-oriented, and capable of handling confidential information with discretion.

Key Roles and Responsibilities:

1. Calendar & Schedule Management:

• Maintain and manage the Director's calendar, scheduling meetings, appointments, and events.
• Plan and organize travel arrangements, including flights, accommodations, and itineraries.
• Prioritize and coordinate multiple activities, ensuring the Director's time is used effectively to address most critical issues on priority.
• Remind the Director of important tasks and deadlines.
• Handle rescheduling conflicts and ensure that the Director is prepared for meetings.

2. Communication & Correspondence:

• Act as the first point of contact for the Director, managing incoming communications (emails, calls, and correspondence).
• Draft, proofread, and edit emails, reports, and other documents on behalf of the Director.
• Act as a liaison between the Director and internal teams, stakeholders, and external partners.

3. Meeting Coordination & Documentation:

• Organize and coordinate meetings, including preparing agendas and taking minutes.
• Follow up on action items and ensure timely completion of assigned tasks.
• Arrange meeting logistics such as booking conference rooms, setting up video conferences, and ensuring necessary materials are available.
• Assist with the preparation and distribution of presentations and reports for meetings.
• Maintain organized records and documentation for reference.

4. Travel Arrangements:

• Plan and book travel itineraries, including flights, accommodations, ground transportation, and dining arrangements.
• Prepare detailed travel agendas and manage travel logistics.
• Handle any travel-related issues that may arise, including changes in schedules.

5. Document and File Management:

• Maintain an organized filing system for both physical and digital documents.
• Ensure that the Director's documents are easily accessible and up-to-date.
• Prepare reports, presentations, and documents as needed.

6. Event Planning and Coordination:

• Plan and coordinate events, including conferences, workshops, and corporate gatherings.
• Handle all logistical aspects of events, such as venue selection, catering, guest lists, and invitations.

7. Relationship Management:

• Build and maintain relationships with key internal and external stakeholders.
• Serve as a liaison between the Director and other members of the organization.
• Represent the Director in a professional and positive manner.

8. Administrative Support:

• Assist with personal tasks for the Director, as needed.
• Provide support to other executives or departments during peak times or special projects.

9. Confidentiality and Discretion:

• Handle sensitive information with the highest level of confidentiality.
• Ensure that all communications and actions are aligned with the Director's objectives and the company’s policies.

10. Reporting and Analytics:

• Prepare various reports, summaries & other data and provide to the Director on daily basis.
• Assist with business and project-related follow-ups, including tracking progress and providing updates.
• Analyze data and provide insights to assist in decision-making processes.
• Monitor industry trends and provide the Director with relevant information.

Key Skills and Competencies:

1. Organizational Skills: Exceptional ability to organize tasks, manage time effectively, and prioritize workload.

2. Communication: Strong written and verbal communication skills for drafting correspondence, taking minutes, and liaising with stakeholders.

3. Attention to Detail: High level of accuracy and attention to detail in handling tasks and documents.

4. Problem-Solving: Proactive approach to identifying issues and providing solutions before they become problems.

5. Discretion: Ability to handle confidential information with integrity and discretion.

6. Multitasking: Capable of handling multiple tasks simultaneously in a fast-paced environment.

7. Technology Savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with scheduling and project management tools.

Qualifications:

1. Bachelor’s degree in Business Administration, Communications, Management or a related field (preferred).

2. Proven experience in an Executive Assistant role.

3. Experience working with founders, senior management or C-level executives is highly desirable.

4. Strong understanding of office management systems and procedures.

5. Strong organizational, multitasking, and time-management skills.

6. Excellent verbal and written communication skills.

7. Proficiency in Microsoft Office Suite and digital productivity tools (Google Workspace, Notion, Trello, etc.).

8. Ability to work independently and under pressure in a fast-paced environment.

9. High degree of professionalism and emotional intelligence.

10. Experienced in fast-paced note-taking; familiarity with shorthand would be advantageous.

Working Conditions:

1. Full-time position, in an office environment.

2. May require occasional overtime or travel, depending on the Director's needs.

3. Must be able to adapt to changing priorities and work under pressure.

4. Personal laptop is essential for this role.

What We Offer:

1. Opportunity to work closely with the founder and be part of strategic decision-making processes.

2. Dynamic work environment at the intersection of innovation and infrastructure.

3. Growth path within a rapidly expanding company.

4. Competitive compensation and performance-based incentives.

At Moduco, we offer a dynamic and supportive work environment that fosters innovation and professional development. If you are passionate about working with a team and looking to forward your career as an EA, we want to hear from you. Take the next step in your career and apply for this position with Moduco today!

Job Types: Full-time, Permanent

Pay: ₹30,000.00 - ₹45,000.00 per month

Schedule:

• Day shift
• Fixed shift

Supplemental Pay:

• Performance bonus

Application Question(s):

• Are you located in Surat and can easily travel to office? Where is your residence?
• Do you have your own device (laptop) that you can use for company work?
• How soon can you join/notice period at current employment?

Experience:

• total work: 3 years (Required)
• Executive Assistant: 3 years (Required)
• management: 3 years (Required)

Language:

• English (Required)
• Gujarati (Preferred)
• Hindi (Preferred)

Work Location: In person