Executive Assistant to Chief Executive Officer

About HubHawks

HubHawks is an emerging company dedicated to supporting authors and publishers throughout every phase of book projects. Services include editing, cover design, web optimization, marketing campaigns, and more. The company specializes in innovative and data-driven approaches to marketing and publishing, aiming to increase client visibility and connect with target readers in effective ways. HubHawks is experiencing rapid growth and is focused on evolving its offerings within the publishing sector.

Role Summary

The Executive Assistant role is full-time and located on-site in Gurugram. The role entails comprehensive calendar management for the CEO, coordination of meetings, preparing agendas, and compiling briefing notes. Managing communication channels such as email, organizing travel logistics, and preparing expense reports are key daily functions. The Assistant will also draft and examine various documents, presentations, and reports while maintaining confidential records. Serving as a liaison between the CEO and both internal and external parties, the position supports efficient operations and helps advance strategic objectives.

Key Responsibilities

• Oversee CEO calendar scheduling and appointment coordination.
• Organize meetings and prepare relevant agendas and briefing materials.
• Manage email correspondence and communication workflows.
• Arrange travel and accommodation logistics efficiently.
• Prepare and reconcile expense reports with basic budgeting support.
• Draft, review, and maintain various official documents and presentations.
• Ensure confidentiality and secure handling of sensitive information.
• Act as a focal point of contact between the CEO and stakeholders.
• Support strategic priorities through timely follow-ups and task management.

Candidate Qualifications

• Demonstrated expertise in executive and administrative assistance, including managing correspondence and office processes.
• Experience supporting senior leadership with communication and decision-making support.
• Proficient in managing expense reports, tracking budgets, and reconciliations.
• Strong diary management skills to optimize CEO’s schedule effectively.
• Excellent verbal and written communication capabilities, with strong attention to detail and professionalism.
• High integrity and discretion when handling confidential information.
• Superior organizational and time management skills, capable of prioritizing multiple demands under deadlines.
• Skilled in using office productivity software such as email, spreadsheets, presentations, and video conferencing tools.
• Previous exposure to fast-paced environments, preferably within media, publishing, or marketing industries.
• Bachelor’s degree in Business Administration, Communications, or related discipline, or equivalent professional experience.