Executive Assistant

Job Title: Executive Assistant

Experience: 12-15 Years

Location: Gurugram - Onsite

Employment Type: Full-time

Reporting To: Chief Executive Officer

About the Role

We are looking for a highly organised, proactive, and business-oriented Executive Assistant to the CEO who can operate with a high degree of ownership, discretion, and urgency.

This is a high-impact role that goes beyond calendar management and administrative support. The EA will work closely with the CEO, leadership team, clients, partners, and internal stakeholders to ensure priorities are well coordinated, decisions are followed through, and critical actions are completed on time.

The ideal candidate should be comfortable working in a fast-paced environment, handling confidential information, managing multiple priorities, and proactively identifying what needs to be done without constant direction.

Key Responsibilities

CEO Support & Executive Coordination

Manage the CEO's calendar, meetings, appointments, travel, and day-to-day priorities.

Prepare meeting agendas, briefing notes, presentations, reports, and other executive documents.

Ensure the CEO is well prepared for important internal and external meetings.

Coordinate with leadership and key stakeholders on behalf of the CEO.

Track commitments, decisions, and action items arising from meetings and ensure timely closure.

Business & Leadership Coordination

Act as a central point of coordination between the CEO and internal/external stakeholders.

Follow up with leadership teams on critical business initiatives, deliverables, and deadlines.

Maintain an effective action tracker/MIS and provide regular status updates to the CEO.

Support the CEO in preparing business reviews, leadership meetings, client discussions, and management presentations.

Coordinate cross-functional activities involving HR, Recruitment, Finance, Operations, Sales, Delivery, and other teams.

Communication & Stakeholder Management

Draft and manage professional emails, communications, presentations, and official correspondence on behalf of the CEO.

Coordinate with clients, partners, vendors, senior executives, and other external stakeholders.

Handle sensitive and confidential information with complete discretion.

Ensure timely communication and follow-up on important requests and decisions.

Meetings & Follow-ups

Schedule and coordinate leadership and client meetings across multiple time zones when required.

Prepare meeting agendas and capture key decisions/action items.

Maintain a structured tracker for pending actions and follow up with respective owners.

Highlight delays, risks, dependencies, and critical items to the CEO proactively.

Travel & Event Management

Manage domestic and international travel arrangements, itineraries, accommodation, and logistics.

Coordinate executive visits, client meetings, conferences, and business events.

Ensure all travel and meeting logistics are planned well in advance.

Reporting & Documentation

Prepare and maintain daily/weekly/monthly MIS and executive dashboards.

Consolidate information from different teams and present it in a clear, management-ready format.

Maintain organized records of important documents, presentations, reports, and correspondence.

Support preparation of management reviews and business performance reports.

Required Skills & Experience

10–12 years of experience as an Executive Assistant, Executive Secretary, Business Coordinator, Management Office, or similar role supporting a CEO/MD/Founder/Senior Leadership.

Strong experience in calendar management, meeting coordination, follow-ups, MIS, reporting, and executive communication.

Excellent written and verbal communication skills.

Strong command of MS Excel, PowerPoint, Word, Outlook, and collaboration tools.

Excellent organizational and time-management skills.

Ability to manage multiple priorities in a high-pressure and fast-paced environment.

Strong follow-up and stakeholder-management skills.

High level of professionalism, maturity, confidentiality, and discretion.

Strong attention to detail with the ability to identify gaps and proactively resolve issues.

Ability to work independently and make sound judgments within defined boundaries.

Preferred Skills

Experience in a technology/IT services, consulting, or fast-growing organisation.

Exposure to working with CXOs, leadership teams, enterprise clients, or international stakeholders.

Strong analytical and presentation skills.

Experience in preparing MIS, dashboards, management reports, and business presentations.

Familiarity with tools such as Microsoft 365, Teams, SharePoint, PowerPoint, Excel, and project/task management tools.