Executive Assistant to Chief Executive Officer

Job Title: Executive Assistant

Department: Admin Location: Lower Parel / Vashi Shift Timing: 10:00 AM – 7:00 PM Work Mode: On-site

Experience Required: 2 to 4 years Reporting To: Chief Executive Officer (CEO)

Role Overview

We are looking for a dynamic and highly organized Executive Assistant to provide comprehensive support to the CEO. This role requires outstanding time management, communication skills, and the ability to handle complex, multi-stakeholder coordination. The EA will manage executive calendars, correspondence, travel, and internal operations while ensuring seamless communication and workflow efficiency across departments. The candidate must demonstrate discretion, reliability, and a strong sense of ownership in executing sensitive and business-critical tasks.

Key Responsibilities (KRAs)

📅 Calendar & Schedule Management

• Own and optimize the CEO’s calendar

• Coordinate across teams and stakeholders to schedule internal and external meetings

• Prevent scheduling conflicts and ensure adequate prep time between commitments

✉ Communication & Correspondence

• Draft, proofread, and dispatch professional emails, letters, memos, and reports on behalf of the CEO

• Review incoming messages, prioritize urgent matters, and ensure prompt response

• Uphold professional tone in all written and verbal communications

🌍 Meeting & Travel Coordination

• Arrange detailed domestic and international travel itineraries, bookings, and logistics

• Prepare agendas, briefing documents, and post-meeting summaries

• Anticipate and resolve last-minute changes or travel contingencies

📊 Document Preparation & Reporting

• Create and format presentations, reports, board packs, and briefing materials

• Compile accurate data from relevant teams and ensure error-free documentation

• Ensure all documents are delivered ahead of deadlines and in a professional format

🤝 Stakeholder Liaison & Follow-Up

• Serve as the primary point of contact for internal departments and external partners

• Monitor pending tasks, track action items, and send timely reminders to stakeholders

🔐 Confidentiality & Record-Keeping

• Manage sensitive business information and maintain discretion in all communications

• Maintain well-organized filing systems—both physical and digital—with secure access controls

🚀 Project Support & Process Improvement

• Support the CEO in the execution of strategic initiatives by coordinating cross-functional teams

• Track key project milestones and recommend productivity or automation tools

• Identify and implement workflow enhancements to improve turnaround time and reduce manual effort

🥂 Event & Relationship Management

• Plan and coordinate small-scale events, off-sites, leadership briefings, or partner meetings

• Handle logistics, guest communication, hospitality, and event follow-up to ensure a seamless experience

Required Skills & Competencies

• Proven experience supporting C-level executives in a fast-paced environment

• Excellent verbal and written communication skills

• High proficiency in MS Office Suite, Google Workspace, and calendar/travel tools

• Meticulous attention to detail with strong documentation and formatting skills

• Ability to manage multiple priorities and tasks under tight deadlines

• Strong interpersonal and stakeholder management skills

• Experience in process automation, using tools such as Notion, Trello, Zapier, or similar is a plus

• High level of discretion, integrity, and professionalism

Educational Qualification

• Bachelor's degree in Business Administration, Communications, English, or a related field

• Executive Assistant certification or formal project management exposure is an added advantage