Executive Assistant

Job Title : Executive AssistantDepartment : AdminLocation : Lower Parel, Mumbai / Vashi, Navi MumbaiShift Timing : 10 : 00 AM – 7 : 00 PM Work Mode : On-siteExperience Required : 2 to 4 yearsReporting To : Chief Executive Officer (CEO)CTC : Up to 12 LPARole OverviewWe are looking for a dynamic and highly organised Executive Assistant to provide comprehensive support to the CEO. This role requires outstanding time management, communication skills, and the ability to handle complex, multi-stakeholder coordination. The EA will manage executive calendars, correspondence, travel, and internal operations while ensuring seamless communication and workflow efficiency across departments. The candidate must demonstrate discretion, reliability, and a strong sense of ownership in executing sensitive and business-critical tasks.Key Responsibilities (KRAs)Calendar & Schedule Management

• Own and optimise the CEO’s calendar
• Coordinate across teams and stakeholders to schedule internal and external meetings
• Prevent scheduling conflicts and ensure adequate prep time between commitmentsCommunication & Correspondence
• Draft, proofread, and dispatch professional emails, letters, memos, and reports on behalf of the CEO
• Review incoming messages, prioritise urgent matters, and ensure prompt response
• Uphold professional tone in all written and verbal communicationsMeeting & Travel Coordination
• Arrange detailed domestic and international travel itineraries, bookings, and logistics
• Prepare agendas, briefing documents, and post-meeting summaries
• Anticipate and resolve last-minute changes or travel contingenciesDocument Preparation & Reporting
• Create and format presentations, reports, board packs, and briefing materials
• Compile accurate data from relevant teams and ensure error-free documentation
• Ensure all documents are delivered ahead of deadlines and in a professional formatStakeholder Liaison & Follow-Up
• Serve as the primary point of contact for internal departments and external partners
• Monitor pending tasks, track action items, and send timely reminders to stakeholdersConfidentiality & Record-Keeping
• Manage sensitive business information and maintain discretion in all communications
• Maintain well-organised filing systems—both physical and digital—with secure access controlsProcess Improvement
• Support the CEO in the execution of strategic initiatives by coordinating cross-functional teams
• Identify and implement workflow enhancements to improve turnaround time and reduce manual effortEvent & Relationship Management
• Plan and coordinate small-scale events, off-sites, leadership briefings, or partner meetings
• Handle logistics, guest communication, hospitality, and event follow-up to ensure a seamless experienceRequired Skills & Competencies
• Proven experience supporting C-level executives in a fast-paced environment
• Excellent verbal and written communication skills
• High proficiency in MS Office Suite, Google Workspace, and calendar / travel tools
• Meticulous attention to detail with strong documentation and formatting skills
• Ability to manage multiple priorities and tasks under tight deadlines
• Strong interpersonal and stakeholder management skills
• Experience in process automation, using tools such as Notion, Trello, Zapier, or similar is a plus
• High level of discretion, integrity, and professionalismEducational Qualification
• Bachelor's degree in Business Administration, Communications, English, or a related field
• Executive Assistant certification or formal project management exposure is an added advantage