Executive Assistant

Job Title: Executive Assistant to the CEO

Role Type: Full Time

Location: Turbhe, Navi Mumbai

Experience: 5–8+ years

Salary Range: INR 10,00,000 – 16,00,000 per annum (depending on capability and exposure)

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Role Overview

We are hiring a highly capable, business-oriented Executive Assistant to the CEO who can act as the CEO’s right hand—driving structure, speed, and follow-through across key priorities. This is not a routine secretarial role. The EA will own calendar governance, high-stakes communication, leadership coordination, and executive-level tracking (MIS, KPIs, priorities), ensuring the CEO’s time is protected and outcomes move forward.

The ideal candidate is proactive, discreet, execution-focused, and comfortable operating with senior stakeholders. You should be able to anticipate needs, simplify complexity, ensure strong on-ground execution, and convert decisions into action across departments.

Key Responsibilities1) CEO Office Management & Priority Governance

1)Own end-to-end governance of the CEO’s calendar: prioritisation, sequencing, time-blocking, buffers, and deep-work windows.

Convert business priorities into a weekly/monthly CEO rhythm (reviews, check-ins, follow-ups, key checkpoints).

Ensure the CEO is fully briefed for critical meetings with context, talking points, risks, and required decisions.

Act as a filter and gatekeeper: ensure only high-value items reach the CEO’s time and attention.

2) Executive Communication & Stakeholder Management

Manage communication flowing into/out of the CEO’s office with sharp prioritisation and response discipline.

Draft high-quality emails, notes, meeting summaries, updates, and presentations on behalf of the CEO.

Coordinate with internal leaders, clients, and external partners to ensure clarity, timelines, and commitments.

Maintain a strong professional tone and represent the CEO’s office with authority and reliability.

3) MIS, Dashboards & Business Tracking

Own regular MIS reporting for CEO reviews: dashboards, trackers, KPI summaries, and department-wise status reports.

Consolidate inputs from multiple teams into crisp decision-ready formats (weekly business updates, performance snapshots).

Track key initiatives, deadlines, risk flags, and dependencies; highlight variances and delays with solutions.

Support management reviews by preparing data-backed reports in Excel/Google Sheets and PowerPoint/Slides.

4) Meetings, Reviews & Leadership Follow-Through

Drive meeting hygiene: agenda, pre-reads, attendee alignment, decision points, and outcome documentation.

Capture minutes and action items (where required) and ensure timely follow-up and closure.

Track leadership commitments and ensure cross-functional accountability—without needing repeated escalation.

Coordinate periodic reviews with department heads and ensure structured outputs and next steps.

5) Travel, Ground Transport, On-Ground Coordination & Confidential Executive Support

Plan and manage complex, multi-city travel end-to-end including ticketing (flight/train), hotel bookings, and complete itinerary planning.

Coordinate complete ground transport logistics (cab/driver/vendor coordination) right from when the CEO leaves Location 1 until the CEO reaches Location 2, including pickups, buffers, traffic considerations, and alternate routes where needed.

Log the complete travel plan in the CEO’s calendar, including:

departure time from the first location,

estimated travel duration,

arrival time at destination,

buffer time for entry/security/waiting, and

next-meeting readiness time.

Ensure zero time waste on arrival by completing necessary on-ground due diligence in advance, such as:

confirming exact venue address/entry points, parking, and floor/unit details,

verifying meeting room readiness (AV, seating, internet, power backup if required),

ensuring documents, briefing notes, and required approvals are ready,

confirming attendee presence and time discipline,

coordinating security/front desk protocols and smooth access.

Act as the point of contact for real-time changes during travel and meetings, ensuring quick adjustments to schedule without disruption.

Support confidential tasks including sensitive stakeholder interactions, approvals, and documentation with high discretion.

Maintain organised and secure documentation (digital/physical) for fast retrieval and audit readiness.

6) Process Improvement & CEO Office Efficiency

Continuously improve CEO office workflows: templates, trackers, review systems, filing, automation.

Identify bottlenecks early and propose practical fixes to improve execution speed across functions.

Bonus ownership: help implement tools/systems like Notion trackers, automated reminders, follow-up workflows.

Required Qualifications & Experience

Bachelor’s degree in Business, Communications, Management, or a related field.

5–8+ years supporting C-level leadership as an Executive Assistant / Senior EA / CEO Office role.

Strong experience in MIS reporting, dashboards, and leadership coordination in a fast-paced environment.

Exposure to board support / leadership meetings / senior stakeholder management is preferred.

EA/Secretarial certification is an added advantage.

Skills & Competencies

Executive Ownership & Judgment

Strong ability to prioritise, say “no” when required, and protect CEO time without damaging relationships.

High maturity, accountability, and independent decision-making within defined boundaries.

Communication Excellence

Sharp drafting and editing skills; confident speaking with senior stakeholders.

Ability to turn complex inputs into clear summaries and structured outcomes.

MIS & Analytical Strength

Advanced proficiency in MS Excel / Google Sheets (dashboards, trackers, pivots, reporting discipline).

Ability to spot trends, risks, and performance gaps—present insights clearly.

Tech & Tools

Proficient in MS Office + Google Workspace (Calendar, Docs, Sheets, Slides).

Bonus: Notion, Trello/Asana, Zapier, workflow automation exposure.

Execution Under Pressure

Calm, fast, and solution-oriented in last-minute changes and tight timelines.

Strong follow-up discipline—ensures closure, not just coordination.

Confidentiality & Professionalism

Handles sensitive information with strict discretion and integrity.

Consistently reliable, polished, and trustworthy.