Executive Assistant to Chief Executive Officer

Executive Assistant to CEO – Job Description

Position:

Location:

Company:

Experience:

startups

Key Responsibilities:

1. Calendar & Task Management

- Manage the founder’s daily schedule

- Set reminders and follow-ups for meetings, production deadlines, payments, and approvals

- Ensure time is allocated efficiently between factory, office, and external engagements

2. Communication & Coordination

- Draft and respond to emails, documents, official letters

- Act as a bridge between the founder and internal teams (office, dispatch, factory, farm)

- Coordinate with vendors, customers, and partners

- Prepare briefing notes before meetings and follow-up action summaries

3. Operational Oversight

- Track daily operations and ensure timely reporting from clerical and field teams

- Monitor dispatch schedules, courier pickups, farm delivery records, inventory updates

- Ensure that factory and dispatch teams are aligned on procurement, packaging, and delivery schedules

- Follow-up on CRM tasks and sales leads as needed

4. Documentation & Reporting

- Maintain and organise digital records of quotations, invoices, approvals, NDAs, and agreements

- Handle filing of receipts, petty cash, vendor bills, and expense reports

- Prepare and maintain reporting templates (Excel, Word, PDF)

5. Tech & Admin Support

- Assist in updating product info on Shopify

- Coordinate CRM entries, order status updates, inventory checks

- Help manage WhatsApp and email marketing tools

- Handle travel bookings, accommodation, and schedules for founder and team

6. Brand & Marketing Coordination

- Coordinate with design or content freelancers

- Manage timelines for social media posts, campaigns, and packaging updates

- Ensure brand communications are on track with founder’s intent

Preferred Qualifications:

- Bachelor’s degree or equivalent

- Strong English and Telugu communication skills

- Tech-savvy: Excel, WhatsApp Business, Gmail, basic design tools, CRM/Shopify

- Good memory and attention to detail

- Ability to multitask and stay calm under pressure

Soft Skills:

- Trustworthy and discreet with sensitive data

- Proactive, organised, and solution-oriented

- Strong work ethic and commitment to long-term learning