Executive Assistant To Chief Executive Officer

Position Overview

The Executive Assistant (EA) will provide comprehensive administrative and coordination support to the CEO. The role demands exceptional organizational skills, attention to detail, and discretion, as it involves managing the CEOs calendar, communications, meetings, and follow-ups with both internal teams and external stakeholders. The EA will also assist in coordinating personal and logistical matters to ensure smooth functioning of the CEO’s professional and personal commitments.

Key Responsibilities

1. Calendar & Meeting Management

• Manage and update the CEO’s calendar; schedule and coordinate internal and external meetings, reviews, and events.
• Ensure all meetings are properly planned — including venue, participants, and documentation.
• Attend review meetings, prepare concise meeting notes, summarize key decisions, and circulate action points.
• Track and follow up on pending tasks and commitments discussed during meetings.

2. Coordination & Communication

• Act as a single point of contact for communication on behalf of the CEO with internal teams and external stakeholders.
• Ensure timely follow-up with department heads, vendors, and clients on actions and deliverables assigned by the CEO.
• Draft emails, letters, and other communication as per CEO’s instructions.
• Maintain confidentiality and handle all information with discretion and professionalism.

3. Executive Support & Logistics

• Oversee servicing, insurance renewals, and maintenance schedules of executive vehicles.
• Coordinate with executive drivers for punctuality, route planning, and upkeep of vehicles.
• Manage AMCs (Annual Maintenance Contracts) for home/office appliances and ensure timely renewals.
• Handle bookings and arrangements for the CEO’s personal requirements such as travel, movie tickets, restaurant reservations, etc.

4. Administrative & Reporting Support

• Maintain organized records, files, and documents for easy retrieval.
• Support preparation of reports, presentations, and review dashboards as required by the CEO.
• Assist in coordinating with departments for periodic MIS and review data.

Qualifications & Experience

• Graduate or Postgraduate in Business Administration / Commerce / Arts / Management.
• 5-8 years of experience in a similar role, preferably supporting senior management in a manufacturing or industrial organization.
• Strong command over MS Office (Excel, PowerPoint, Word, Outlook).
• Excellent written and verbal communication skills in English (Marathi/Hindi proficiency desirable).
• Proven ability to manage sensitive information with utmost confidentiality.

Key Skills & Attributes

• High level of organization, discipline, and time management.
• Strong interpersonal and coordination skills.
• Ability to multitask and prioritize effectively.
• Professional demeanor, grooming, and emotional intelligence.
• Dependable, discreet, and proactive.
• Knowledge of shorthand