Job Description/Responsibilities

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to the CEO to provide comprehensive administrative and executive support. The ideal candidate will be responsible for managing schedules, coordinating meetings, handling confidential communications, preparing reports and presentations, and ensuring smooth execution of executive operations.

This role requires excellent organizational skills, strong attention to detail, effective communication abilities, and the capability to manage multiple priorities in a fast-paced environment while maintaining professionalism, confidentiality, and discretion.

Key Responsibilities

Executive & Calendar Management

• Manage and maintain the CEO’s calendar, appointments, meetings, and business commitments.
• Prioritize schedules to ensure effective time management and productivity.
• Coordinate executive meetings, prepare agendas, record minutes, and track action items.
• Ensure timely follow-ups and completion of assigned tasks.

Communication & Coordination

• Handle incoming emails, phone calls, correspondence, and executive communications professionally.
• Act as the primary coordination point between the CEO, internal teams, clients, consultants, vendors, and external stakeholders.
• Maintain professional communication and ensure timely responses.

Documentation & Reporting

• Prepare, review, format, and maintain business documents, reports, proposals, and executive correspondence.
• Conduct research, gather information, and compile data for business decisions and strategic initiatives.
• Create professional PowerPoint presentations for board meetings, client presentations, business reviews, and executive discussions.

Administrative & Operational Support

• Coordinate travel arrangements including flights, accommodation, transportation, and itineraries.
• Maintain confidential files, records, and sensitive business information.
• Provide administrative support for special projects, business events, and executive initiatives.
• Coordinate with cross-functional teams to track project progress and deadlines.
• Support execution of organizational priorities and operational activities.

Additional Responsibilities

• Travel across Mumbai for meetings, site visits, and business engagements as required.
• Provide flexible support during urgent business requirements and extended meetings.
• Perform additional executive assistance and administrative responsibilities assigned by the CEO.

Required Qualifications

• Bachelor’s Degree in Business Administration, Management, Commerce, or related field.
• 2–5 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, or similar role.
• Excellent verbal and written communication skills in English.
• Knowledge of Hindi and Marathi preferred.
• Strong organizational and time management abilities.
• Experience handling confidential information and executive-level communication.

Required Skills

Executive Assistance, Executive Support, Calendar Management, Meeting Coordination, Agenda Preparation, Minutes of Meeting (MOM), Follow-up Management, Email Management, Communication Management, Administrative Support, Office Administration, Documentation, Report Preparation, Business Reporting, Presentation Development, PowerPoint Presentation, Microsoft Office, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Microsoft Outlook, Google Workspace, Travel Management, Calendar Scheduling, Data Management, Research Skills, Stakeholder Management, Vendor Coordination, Client Coordination, Project Coordination, Cross-functional Coordination, Confidentiality Management, Time Management, Multitasking, Organizational Skills, Attention to Detail, Problem Solving, Decision Support, Professional Communication, English Communication, Hindi Communication, Marathi Communication, Interpersonal Skills, Proactive Approach, Independent Working, Deadline Management, Executive Coordination

Key Competencies

• High level of professionalism and discretion.
• Ability to manage multiple priorities simultaneously.
• Strong attention to accuracy and detail.
• Solution-oriented mindset.
• Ability to work independently with minimal supervision.
• Strong relationship-building and coordination skills.
• Flexibility to travel and support executive requirements.

Department: Admin / Operations

Reporting To: Management Team

Location: Dadar, Mumbai Maharashtra

Experience: 2 to 5 years

Salary: 20k to 30k

Age Criteria: 25yrs to 40yrs

Availability of Joining: Immediate - 15 days

Preferences: Mumbai based candidates only (No Relocation)

Skills

• Executive Assistant
• Personal Assistant
• Executive Coordinator
• CEO Support
• Administrative Assistant
• Office Administration
• Calendar Management
• Meeting Management
• Executive Communication
• Business Reporting
• PowerPoint Presentations
• Stakeholder Management
• Project Coordination
• Travel Coordination
• Confidential Information Management
• Microsoft Office
• Google Workspace
• Documentation
• Scheduling
• Research
• Coordination
• Time Management
• Communication Skills
• Multitasking.