Executive Assistant to CEO

Job Title: Secretary / Executive Assistant to the CEO

Location: Company Headquarters - Mumbai
Office-based with mobility for errands and Coordination tasks

Department: Executive Office / Administrative Support

Reports To: Chief Executive Officer (CEO)

Job Description

We are looking for a dynamic, trustworthy, and well-organized Secretary/Executive Assistant to the CEO to assist in managing day-to-day administrative, personal, and operational tasks. The ideal candidate should be fluent in English, Hindi, and Marathi, possess strong communication and follow-up skills, and have a valid driver’s license to support external Coordination as required.

This position involves handling calendar management, travel Coordination, gift bookings, document handling, and liaising with internal and external stakeholders on behalf of the CEO. The candidate must be flexible, responsive, and maintain a high level of confidentiality and professionalism.

Key Responsibilities

1. Executive Support

• Assist the CEO in managing daily priorities, tasks, and follow-ups.
• Maintain and organize the CEO’s calendar: schedule appointments, meetings, events, and calls.
• Remind the CEO of important deadlines and ensure all engagements are well-prepared and timely.

2. Coordination & Follow-Ups

• Follow up with internal departments and external parties on matters delegated by the CEO.
• Draft and track email communications, documents, and notes.
• Keep the CEO updated with relevant operational developments and pending tasks.

3. Travel & Logistics

• Liaise with travel agencies and service providers to book domestic and international flights, hotels, transportation, etc.
• Prepare travel itineraries and ensure all logistics are in place for smooth travel experiences.

4. Gifting & Personal Coordination

• Handle personal and corporate gift booking, purchase, and delivery logistics.
• Coordinate for special occasions, event RSVPs, or external communication as directed by the CEO.

5. Driving & Mobility

• Should possess a valid driver’s license and be capable of performing tasks that require travel or in-person Coordination (e.g., submitting documents, collecting parcels, attending errands).

6. Administrative Support

• Maintain confidential records, digital files, and folders as per company standards.
• Prepare basic reports, presentations, meeting minutes, or summaries when needed.
• Help manage incoming calls, emails, and office correspondence for the CEO.

7. Availability & Discretion

• Be available for urgent tasks beyond standard working hours when required.
• Uphold confidentiality, loyalty, and professionalism at all times.

Key Requirements

Education:

• Graduate in Business Administration, Commerce, Arts, or any equivalent field.
• Additional training in office administration or secretarial work is a plus.

Experience:

• 2–5 years of experience as a personal assistant, secretary, or executive assistant.
• Previous experience supporting C-level executives preferred.

Languages:

• Fluent in English, Hindi, and Marathi (spoken and written)

Skills & Competencies:

• Excellent communication, Coordination, and interpersonal skills.
• Proficient in MS Office (Word, Excel, Outlook) and Google Calendar.
• Strong organizational and follow-up abilities.
• Ability to multitask, handle sensitive information, and work under pressure.
• Trustworthy, punctual, and self-motivated.
• Must hold a valid driver’s license and be confident in city driving.

Job Types: Full-time, Permanent

Pay: From ₹25,000.00 per month

Benefits:

• Flexible schedule
• Health insurance
• Provident Fund

Application Question(s):

• Are you open to occasional extended hours or weekend support if business needs arise?
• Have you used tools like Google Calendar, Zoom, MS Teams, or task trackers? Please specify.
• This role sometimes involves handling personal tasks and local errands. Are you open to that as part of the role?
• Have you managed travel arrangements like hotel bookings, flights, visa before?
• Do you know driving and hold a valid driving license?

Education:

• Bachelor's (Preferred)

Experience:

• Executive Assistant: 2 years (Preferred)

Language:

• English, Hindi, Marathi (Preferred)

Willingness to travel:

• 50% (Preferred)

Work Location: In person