Executive Personal Assistant

Lean Apps is seeking a proactive and highly organized Personal & Executive Assistant to support the CEO. This role is key to enabling our Executive to focus on strategic priorities while you manage both professional and personal day-to-day operations with efficiency and discretion. You'll be the right hand to the CEO, the backbone of coordination, ensuring seamless communication, managing schedules, and keeping our fast-paced remote environment running smoothly. At the same time, you will provide personal assistance support, handling travel, relocations, errands, and lifestyle management to ensure a well-balanced personal and professional life.

The ideal candidate should be resourceful, detail-oriented, and capable of handling confidential matters with integrity.

NB. Preferably to be located in Chandigarh or Zirakpur, India.

Key Responsibilities :

Executive Support

Calendar & Scheduling : Manage CEO’s calendars, schedule meetings across time zones, and handle travel arrangements.

Invoice & Financial Coordination : Oversee invoice management, including tracking, approvals, and coordination with project managers and finance team for timely processing.

Stakeholder Management : Act as the direct point of contact between CEO and internal / external stakeholders.

Documentation & Reporting : Prepare reports, meeting agendas, and take detailed minutes if needed.

Communication Management : Assist with email management, follow-ups, and prioritizing key communications. And serve as the primary point of contact for partners, clients, and internal teams.

Confidentiality & Integrity : Handle confidential information with integrity and discretion.

Project & Event Support : Support on special projects, research tasks, and team events as needed.

Executive Readiness : Ensure the CEO is equipped and organized to efficiently manage their daily priorities.

Project & Business Coordination : Following up with teams to ensure deadlines are met. And prepare business reports and presentation materials for clients and boards.

Personal Assistance

Travel & Relocation Support : End-to-end coordination of personal travel (flights, hotels, visas, transfers).

Lifestyle Management : Manage memberships, renewals, and loyalty programs (airlines, hotels, car rentals). Handle day-to-day tasks : courier services, or reservations.

Financial & Administrative Tasks : Track and organize personal expenses, reimbursements, subscriptions, renewals, or personal bill payments. (if needed)

Event & Personal Engagements : Organize events, or gatherings and coordinate personal arrangements.

Confidential Support : Provide flexible assistance for unexpected needs (last-minute bookings, emergencies).

Discreet & Flexible Support across personal needs : Handle highly sensitive personal matters with complete confidentiality and discretion. And adaptable to shifting between professional and personal priorities seamlessly.

Qualifications

Minimum 3+ years of experience as an Executive Assistant or in a similar administrative role.

Bachelor’s degree in Business Administration or a related field is a plus.

Strong communication skills (written and verbal) in English.

Highly organized with excellent multitasking skills and strong attention to detail.

Proven ability to handle confidential and sensitive matters with discretion.

Gatekeeper mindset with the ability to say “no” diplomatically to protect priorities.

Experience working with a multicultural and diverse workforce, preferably within a tech or software development environment.

Proficiency in engaging with C-level executives and addressing complex business challenges.

Comfortable balancing professional and personal support tasks with flexibility and reliability.

Proven long-term commitment and loyalty.

Familiarity with CRM tools (e.g., Salesforce, HubSpot), collaboration platforms (e.g., Slack, Zoom, Microsoft Teams, Confluence), project management tools (e.g., Jira)

Bachelor’s degree in Business Administration or a related field is a plus.

If you’re ready to deliver WOW experiences, champion excellence in delivery, and help shape the future of how we build products at Lean Apps, we’d love to hear from you.