Executive Assistant to CEO

Key Responsibilities:

1. Calendar & Schedule Management

• Maintain and update the executive’s calendar.
• Schedule and manage appointments, meetings, and travel.
• Identify and resolve scheduling conflicts.
• Provide daily and weekly calendar overviews with timely reminders.

2. Communication & Correspondence

• Draft, review, and manage professional emails and official documents.
• Handle internal and external communication on behalf of the executive.
• Maintain organized records of key correspondences.

3. Meeting Support

• Prepare meeting agendas, presentations, and documentation.
• Take and distribute meeting minutes; track follow-ups and deadlines.
• Coordinate with participants and ensure meeting readiness.
• Arrange logistics for physical and virtual meetings.

4. Office Administration

• Oversee administrative operations for the executive office.
• Coordinate with HR, Admin, and other departments for required support.
• Manage documentation, filing, and approval processes.
• Maintain office supplies and essentials inventory.

5. Confidentiality & Data Security

• Handle all sensitive data and information with discretion.
• Ensure compliance with company confidentiality and data protection policies.
• Safeguard physical and digital confidential files.

6. Event & Engagement Support

• Coordinate events, exhibitions, off-sites, and executive-level meetings.
• Manage logistics, vendors, communication, and guest handling.
• Assist in creating speeches or briefing notes if needed.

7. Daily Executive Support

• Keep the executive aligned with day-to-day priorities.
• Ensure workspace and tools are well-organized.
• Provide timely reminders and support for daily tasks and meetings.
• Handle ad-hoc responsibilities as they arise.

8. Interdepartmental Coordination & Follow-ups

• Track tasks assigned to various departments and ensure timely updates.
• Follow up with department heads and escalate delays when necessary.
• Maintain a report/tracker of department-wise updates.

9. Travel & Itinerary Management

• Plan and coordinate travel logistics including bookings, visas, and transportation.
• Create and manage detailed itineraries.
• Ensure smooth travel experiences, including real-time updates and emergency handling.

10. Relationship Management

• Maintain a positive rapport with clients, vendors, and partners.
• Greet and manage high-profile visitors.
• Represent the executive in meetings or events when required.

Qualifications & Requirements:

• Bachelor’s degree in Business Administration or related field.
• 3+ years of experience as an Executive Assistant or in a similar role.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office, calendar tools, and digital communication platforms.
• Exceptional organizational, time management, and multitasking skills.
• High level of professionalism, confidentiality, and discretion.
• Ability to work independently and under pressure.

Preferred Attributes:

• Proactive and solution-oriented mindset.
• Ability to anticipate needs and stay two steps ahead.
• Strong interpersonal skills and a calm demeanor under pressure.
• Willingness to adapt in a fast-paced and dynamic environment.

Job Type: Full-time

Pay: ₹25,000.00 - ₹50,000.00 per month

Benefits:

• Cell phone reimbursement
• Internet reimbursement
• Paid sick time
• Provident Fund

Education:

• Bachelor's (Preferred)

Experience:

• Personal assistant: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person