Executive Assistant to CEO in Bombay, भारत

Executive Assistant to CEO

Location: Mumbai
Experience: 4–8 Years
Employment Type: Full-Time

Role Overview

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to the CEO who can work closely with the CEO and support them in managing day-to-day priorities, meetings, travel, business coordination, follow-ups, and strategic initiatives.

This is more than a traditional administrative role. The person will work as a key coordination partner to the CEO , ensuring that important tasks, meetings, decisions, and business commitments are followed through and completed on time.

Key Responsibilities

Executive Support & Coordination

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Accompany the CEO for client meetings, business reviews, site visits, vendor meetings, and industry events whenever required.
• Shadow the CEO and ensure smooth execution of priorities and day-to-day activities.
• Provide end-to-end executive and administrative support.
• Coordinate meetings, prepare agendas, record Minutes of Meetings (MoM), and track action items until closure.
• Ensure timely follow-ups on key business commitments and strategic initiatives.

Business Coordination

• Coordinate with customers, vendors, consultants, and internal departments for ongoing business activities.
• Liaise with Sales, Service, Finance, HR, Operations, Warehouse, and other departments.
• Ensure effective communication across teams and timely completion of assigned deliverables.
• Manage scheduling, reporting, documentation, and business communication through digital platforms.

Documentation & Communication

• Draft, edit, and proofread emails, reports, presentations, business proposals, and official correspondence.
• Maintain organized records, documentation, files, and MIS reports.
• Prepare presentations and management reports for leadership meetings.

Research & Decision Support

• Conduct research on market trends, competitors, vendors, customers, and business opportunities.
• Prepare executive summaries, reports, and analytical insights for management review.
• Provide structured information and recommendations to support business decision-making.

Reporting & MIS

• Prepare executive summaries and performance tracking reports.
• Prepare expense reports, MIS, and dashboard reports.
• Monitor project progress and provide regular status updates to the CEO.

Project Management

• Support execution of strategic projects and organizational initiatives.
• Drive cross-functional coordination to ensure timely completion of projects.
• Track deliverables, dependencies, and milestones across multiple assignments.
• Identify opportunities to improve operational efficiency and business processes.

Confidentiality & Professionalism

• Handle highly confidential business information with complete discretion.
• Ensure secure handling of sensitive documents, communications, and executive data.
• Maintain professionalism while interacting with senior leadership, clients, and external partners.

Problem Solving & Operational Support

• Anticipate potential challenges and proactively resolve issues.
• Handle dynamic priorities, urgent requests, and last-minute changes with flexibility.
• Provide decision-support inputs and business coordination whenever required.

Candidate Profile

• 4–8 years of experience as an Executive Assistant supporting a CEO, CXO, Director, or senior leadership.
• MBA or postgraduate qualification preferred.
• Strong experience in executive calendar management, travel coordination, presentations, MIS, and cross-functional coordination.
• Exposure to project management and business operations will be an added advantage.
• Excellent communication and interpersonal skills.
• Strong organizational and follow-up skills.
• Ability to manage multiple priorities and work in a fast-paced environment.
• High level of confidentiality, professionalism, ownership, and attention to detail.