Executive Assistant

Role Overview and Core Responsibilities

The Executive Assistant will be a pivotal partner to the CEO, adept at managing and prioritizing the CEO's schedule to align tightly with business goals. This includes shielding the CEO from unnecessary meetings and making swift adjustments as priorities evolve. A key function is the creation of daily priority and agenda briefs to ensure all commitments, callbacks, and deadlines are consistently met.

Execution and diligent follow-up form the cornerstone of this role. Responsibilities include maintaining a master tracker of CEO commitments detailing actions, responsible owners, deadlines, status updates, and next steps. The EA will persistently follow up across departments and external parties to drive closure, identifying bottlenecks and escalating critical delays proactively. Verbal or informal directives are to be transformed into clearly tracked actionable items.

Meeting and Communication Management

• Prepare for meetings by gathering agendas, pertinent data, and pending items from previous sessions.
• During meetings, document decisions, actions, owners, deadlines, and any issues requiring CEO attention.
• Post-meeting, promptly disseminate concise minutes of meetings (MOMs), update trackers, and ensure all actions are completed on time.

Coordination and Reporting

The Executive Assistant will function as a liaison connecting the CEO with heads of departments such as Finance, Sales, HR, Legal, as well as external stakeholders including consultants, bankers, investors, joint venture partners, landowners, and vendors. Organizational support for investor and external meetings—such as preparing briefs, presentations, and tracking commitments and follow ups—is expected, while strategic negotiations and decisions remain with the CEO.

Additionally, maintain a real-time priority dashboard (Green/Amber/Red) covering projects, fundraising, key financial approvals, senior hiring, business development/acquisitions, and risk factors.

Travel and Technology Coordination

• Manage comprehensive travel arrangements for the CEO and accompany them when necessary.
• Craft clear and efficient communications via email, WhatsApp, and internal channels, distilling information into decision-ready summaries.
• Utilize Google Workspace, Microsoft Office suite, task tracking tools, AI meeting minute software, and strive to automate repetitive processes.

Proactivity and Mindset

Applicants must exhibit forward-thinking by anticipating subsequent steps rather than waiting for detailed instructions. For example, planning for investor meetings in Mumbai should cover investors’ priorities, travel arrangements, documentation, internal inputs, pending follow-ups, and briefing notes.

Candidate Profile and Eligibility

• Possesses 4 to 8 years’ experience in roles such as Executive Assistant to CEO/MD/Founder, Founder's Office, Business Operations, Program Management, Consulting, or within startup, real estate/infrastructure, investment, and family office environments. Demonstrated ability outweighs specific titles.
• Exhibits exceptional ownership, energetic work ethic, speed coupled with precision, relentless in follow-ups, and a problem-solving approach.
• Good judgment to discern which issues require CEO attention versus those manageable independently.
• Comfortable engaging with CXOs and investors, maintains composure amid changing priorities, and can diplomatically challenge the CEO when necessary.
• Upholds absolute confidentiality and integrity at all times.

Additional Notes

This position is not suited for those seeking a predictable administrative role, those who require detailed instructions, who do not persist beyond a single follow-up, or who consider a task complete once their direct portion is finished.