Fiducia Accounting Services Private Limited

Job Title: Executive Assistant to the CEO Location: Mohali / Hybrid Reports To: Chief Executive Officer Shift Timings- 10 AM - 7 PM (Could be fluctuate) Role Overview The Executive Assistant to the CEO will play a pivotal role in providing high-level administrative, operational, and strategic support to the Chief Executive Officer. This position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The role involves close coordination with senior management, clients, and internal teams to ensure smooth execution of business and operational goals. Key Responsibilities 1. Executive Support & Calendar Management Manage the CEOs calendar, schedule, and appointments with precision and foresight. Plan and coordinate senior manager reviews , bonus valuations , and PMS (Performance Management System) schedules. Track client-related issues and ensure they are logged and followed up for inclusion in PMS discussions. Attend key CEO meetings, take accurate minutes, and maintain a tracker for follow-up actions. Coordinate and ensure senior managers conduct client review meetings , prepare notes, and maintain compliance with reporting standards. 2. Client Relations & Administration Maintain an up-to-date client database including addresses, key contacts, and communication logs. Organize and send client gifts and greetings for key occasions such as festivals, birthdays, and anniversaries. Support client relationship management by ensuring timely communication and follow-up on key matters. 3. Financial & Expense Management Manage CEO expense claims and vendor invoices; ensure timely processing and filing. Monitor budget vs. actual costs , highlight deviations, and support periodic reporting. Work closely with the Chartered Accountant (CA) to track GST payments, refunds, and reconciliations . 4. HR & Team Coordination Review and track HR metrics such as attendance, work-from-home reports, leave balances, and compliance. Coordinate internal team communication and circulate monthly updates or newsletters. Assist in planning and execution of team events , celebrations, and offsite meetings. Support HR in ensuring timely completion of appraisals and PMS-linked reviews. 5. Communication & Social Media Draft, review, and coordinate internal and external communications on behalf of the CEO. Support company social media initiatives , including preparing and scheduling posts for LinkedIn and other platforms. Maintain consistent brand tone and ensure professional communication across channels. 6. Delivery Oversight & Reporting Review departmental delivery reports , track key performance indicators, and escalate critical issues to the CEO. Maintain a dashboard for ongoing projects, highlighting deadlines, dependencies, and risks. Ensure all action items from client or management meetings are tracked and completed within timelines. 7. General Administrative & Strategic Support Prepare presentations, briefs, and management reports for meetings and reviews. Handle confidential information with the utmost discretion. Support the CEO with ad-hoc projects, research, and coordination tasks as required. Qualifications & Experience Bachelors degree in Business Administration, Commerce, or a related field. 58 years of experience in a similar executive assistant or business coordination role, preferably supporting senior leadership. Experience in a professional services , KPO , or accounting/finance environment preferred. Proficiency in MS Office (Excel, PowerPoint, Word) and collaboration tools (Google Workspace, Slack, Asana, etc.). Skills & Attributes Exceptional organizational and multitasking abilities. Strong written and verbal communication skills. High degree of professionalism and integrity. Analytical mindset with attention to detail. Ability to work independently with minimal supervision. Strong interpersonal skills and ability to coordinate across departments. Performance Indicators (KPIs) Timeliness and accuracy of meeting schedules, follow-ups, and PMS-related tasks. Quality and consistency of client communication and reporting. Budget tracking accuracy and timely expense reconciliation. HR reporting accuracy and compliance with internal schedules. Timely completion of CEO-assigned projects and deliverables. Perks & Benefits: Provident Fund Flexible Working Hours Hybrid mode Evening Refreshments Game Zone