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.
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