Executive Assistant

Job Description – Executive Assistant to CEO

Position : Executive Assistant to CEO

Reporting to : CEO – Ar. Ankit Kansara, Intl. Assoc. AIA

Location : Ahmedabad (with flexibility for remote coordination)

About Virtual Building Studio

Virtual Building Studio (VBS) is a global leader in Building Information Modeling (BIM) services, providing Scan-to-BIM, Dedicated Resource Models (Architecture, Structure & MEP), and cutting-edge outsourcing solutions. With clients across the US, Middle East, and India, VBS is scaling rapidly and seeks a highly capable Executive Assistant to support the CEO in managing business priorities and driving organizational efficiency.

Role Overview

The Executive Assistant will act as the right hand to the CEO, ensuring seamless operations, effective delegation, and timely follow-ups across teams. This is a business-oriented role requiring ownership, professionalism, and the ability to anticipate needs, allowing the CEO to focus on strategy, clients, and growth.

Key Responsibilities :

CEO Support & Task Management

Manage CEO’s calendar, appointments, and travel schedules.

Filter and prioritize incoming communication (emails, WhatsApp, LinkedIn, calls).

Draft, review, and send professional communications on behalf of the CEO.

Prepare proposals, client presentations, MOMs, and reports for meetings.

Track tasks delegated by CEO and ensure timely completion by team members.

Business Coordination

Act as the central point of contact between CEO and internal teams (HR, Sales, Production, Finance).

Follow up on proposals, approvals, escalations, and client deliverables.

Maintain trackers for business-critical items (sales pipeline, recruitment updates, project status).

Administrative & Strategic Support

Handle confidential documents and agreements with discretion.

Research, compile, and prepare data / reports for strategic decisions.

Assist in investor / client presentations and international business development initiatives.

Organize and coordinate CEO’s participation in industry events, conferences, and networking activities.

Personal Assistance

Support day-to-day personal coordination tasks that overlap with business needs.

Ensure CEO’s extended work routine runs smoothly without operational bottlenecks.

Desired Candidate Profile

Bachelor’s degree (Business Administration, Management, or related field).

3–5 years of experience supporting senior management / executives.

Strong English communication skills (verbal & written).

Proficiency in MS Office, Google Workspace, Zoho tools, and project management platforms.

Highly organized with attention to detail and ability to multitask.

Discretion in handling confidential information.

Flexibility to work in alignment with CEO’s extended hours.

Must have experienced working in B2B / Software companies.

Compensation & Benefits

Competitive salary aligned with experience.

Opportunity to work closely with the CEO on international projects.

Exposure to global clients and business networking.

Fast-track career growth in a rapidly expanding organization.