Executive Assistant - CEO & MD

Job Title: Executive Assistant to CEO 

Reporting To: CEO
Location: Pune
Department: Executive Office

Role Overview

The Executive Assistant (EA) to the CEO will provide high-level administrative, organizational, and strategic support to ensure seamless functioning of the CEO’s office. The role demands exceptional multitasking ability, strong communication skills, confidentiality, and attention to detail. The EA will act as a key liaison between the CEO, internal stakeholders, and external partners.

Key Responsibilities

1. Calendar Management

• Manage and maintain the CEO’s calendar, ensuring effective prioritization of meetings, appointments, and commitments.
• Schedule internal and external meetings, including leadership discussions, board meetings, and client interactions.
• Coordinate meeting logistics (venue, agenda, materials, participants).
• Proactively resolve scheduling conflicts and optimize time management.
• Ensure adequate preparation time and alignment with business priorities.

2. Travel Management

• Plan and coordinate domestic and international travel arrangements for the CEO.
• Arrange flights, accommodation, visa requirements, and ground transportation.
• Prepare detailed travel itineraries with meeting schedules, contacts, and logistics.
• Handle last-minute travel changes or emergencies efficiently.
• Ensure cost-effective and compliant travel bookings as per company policies.

3. Expense Management

• Manage and track the CEO’s expense reports, ensuring timely submission and accuracy.
• Verify supporting documents and compliance with company expense policies.
• Coordinate with finance teams for reimbursements and reporting.
• Maintain records and prepare expense summaries when required.
• Monitor budget allocations related to executive expenses.

4. Event Management

• Plan and execute corporate events, leadership meetings, conferences, and offsites involving the CEO.
• Coordinate logistics including venue selection, vendors, catering, travel, and materials.
• Collaborate with internal teams to ensure smooth event execution.
• Manage invitations, RSVPs, and communication with attendees.
• Ensure high-quality stakeholder experience and post-event follow-ups.

5. Visitor Agenda & Management

• Manage all visitor interactions for the CEO’s office, including clients, partners, and internal stakeholders.
• Prepare visitor agendas aligning with business objectives and CEO priorities.
• Coordinate meeting schedules, logistics, and hospitality arrangements.
• Act as the primary point of contact for visitors, ensuring a professional experience.
• Maintain records of visits and follow-up actions.

6. Stakeholder Coordination & Communication

• Serve as a liaison between the CEO and internal departments, leadership teams, and external stakeholders.
• Draft and review correspondence, presentations, and reports on behalf of the CEO.
• Ensure timely communication and follow-ups on key action items.

7. Confidentiality & Executive Support

• Handle sensitive and confidential information with utmost discretion.
• Support the CEO in strategic initiatives and special projects.
• Prepare briefing notes, meeting agendas, and minutes as needed.
• Anticipate the CEO’s needs and proactively resolve issues.

Key Skills & Competencies

• Strong organizational and time management skills
• Excellent verbal and written communication
• High level of professionalism and confidentiality
• Ability to multitask and work under pressure
• Attention to detail and problem-solving mindset
• Strong coordination and stakeholder management skills
• Proficiency in MS Office (Outlook, Excel, PowerPoint, Word)
• Adaptability and proactive approach

Qualifications & Experience

• Bachelor’s degree in business administration or related field
• 5–10 years of experience as an Executive Assistant (preferably supporting senior leadership/CEO)
• Experience in handling complex calendars, travel, and executive coordination
• Prior exposure to event management and stakeholder engagement preferred

Key Performance Indicators (KPIs)

• Efficient calendar utilization and time optimization
• Accuracy and timeliness of travel and expense management
• Quality of event execution
• Stakeholder satisfaction (internal & external)
• Responsiveness and turnaround time for tasks

Key Requirement: Not looking for a seasoned EA profile. The ideal candidate should have experience in strategy, strong numerical skills, data analysis, managing executive priorities, coordinating cross-functional initiatives, managing information flow, department coordination, preparing and tracking MoMs (Minutes of Meeting), and related coordination activities. The role requires someone who can analyse data, bring structure to priorities, coordinate effectively across teams, and support strategic execution