Executive Assistant to CEO

Job Title: Executive Assistant to CEO
Company: Interior Design Firm (Architecture + Interiors + Turnkey)
Reports To: CEO
Location: Pune
Role Summary

The Executive Assistant will act as the CEO’s right hand, managing daily executive operations, client communication, record keeping, and administrative workflows. This person will ensure smooth business functioning by handling records, coordinating vendors, calling clients, maintaining databases, and executing all essential administrative and executive tasks.

Key Responsibilities1. Client Communication & Coordination

• Make outgoing calls to clients for follow-ups, meetings, feedback, and approvals
• Manage client schedules and coordinate appointments for the CEO
• Maintain a log of all client interactions and updates
• Share meeting summaries, reminders, and next steps with internal teams

2. Records & Database Management

• Maintain and organize digital & physical records
• Manage client files, design briefs, drawings, purchase orders, invoices, and contracts
• Keep project records updated in the company system
• Maintain client contact database, project status sheets, and dashboards

3. Administrative & Executive Operations

• Handle emails, letters, and official communication on behalf of the CEO
• Maintain daily office activity records
• Coordinate with vendors, contractors, and site supervisors for documentation and progress
• Manage office coordination across design and execution teams

4. Documentation & Filing

• Prepare and maintain:
• Client records
• Site progress reports
• Vendor records
• Purchase and billing records
• Meeting minutes
• Quotation and proposal files
• Ensure all documents are filed accurately and are easily retrievable

5. Scheduling & Task Execution

• Maintain CEO’s calendar and daily to-do list
• Prioritize tasks and ensure deadlines are met
• Coordinate across departments for approvals and execution

6. Financial Record Support

• Maintain records of payments, bills, material purchases, and vendor invoices
• Track pending payments and follow up where needed
• Share weekly financial summaries with the CEO

Required Skills & Qualifications

• Strong communication skills (English + Marathi/Hindi preferred)
• Excellent organization and record-keeping ability
• Comfortable with calling clients and vendors
• Proficient in MS Office (Word, Excel, email handling)
• Ability to manage multiple tasks efficiently
• Professional, proactive, and detail-oriented

Preferred Experience

• 2–6 years in executive assistance or admin role
• Experience in design, construction, or interiors firm is a plus

Work Expectations

• Manage executive work with accuracy and confidentiality
• Coordinate smoothly with internal teams and external partners
• Maintain professionalism in all client interactions
• Keep all company records structured and updated

Performance Indicators (KPIs)

• Client follow-up completion rate
• Accuracy of records and database updates
• Timely scheduling and coordination
• Smooth administrative execution
• No pending or missing documents

Who this role is ideal for

A professional who:
✔ loves organizing systems and data✔ communicates confidently with clients✔ manages operations without supervision✔ ensures the CEO’s workday runs efficiently

Job Type: Full-time

Pay: ₹15,000.00 - ₹25,000.00 per month

Work Location: In person