Designation: Executive/ Senior Executive

Experience: 2 to 6 yrs (Experience as an Executive Assistant or Personal Assistant supporting senior leadership or CXOs)

Qualification: BBA/B.Com/B.A/B.Sc

Job Role: Executive Assistant – Chief Technical Officer (CTO)

Job Summary:

We are seeking a highly organized, proactive, and detail-oriented Personal Assistant to provide comprehensive administrative and executive support to the CXO. The ideal candidate will manage schedules, coordinate meetings, handle confidential information, facilitate communication, and ensure the smooth functioning of the executive's daily activities. This role requires exceptional organizational skills, discretion, and the ability to work in a fast-paced environment.

Key Responsibilities

• Manage and maintain the CXO's calendar, appointments, and daily schedule.
• Prioritize meetings based on business requirements.
• Coordinate internal and external meetings across multiple stakeholders.
• Schedule travel, client meetings, and business events.

Travel Coordination

• Arrange domestic and international travel.
• Book flights, accommodation, transportation, and visas (where applicable).
• Prepare detailed travel itineraries.
• Manage travel expense reports and reimbursements.

Meeting Management

• Prepare agendas and meeting materials.
• Attend meetings when required and record minutes.
• Track action items and follow up with stakeholders.
• Ensure timely completion of assigned tasks.

Communication Management

• Screen calls, emails, and correspondence.
• Draft professional emails, presentations, reports, and letters.
• Act as a liaison between the CXO and internal/external stakeholders.
• Maintain effective communication across departments.

Administrative Support

• Maintain confidential files and executive documents.
• Organize records, contracts, and reports.
• Handle expense management and invoice processing.
• Support documentation for board meetings and leadership reviews.

Stakeholder Coordination

• Coordinate with leadership teams, clients, vendors, and business partners.
• Follow up on deliverables and project timelines.
• Assist in organizing leadership meetings and company events.

Information & Reporting

• Prepare MIS reports, dashboards, and presentations.
• Conduct research and compile information for decision-making.
• Maintain trackers for projects and executive priorities.

Office & Event Coordination

• Organize business events, conferences, and off-site meetings.
• Coordinate hospitality arrangements for visitors and executives.
• Ensure smooth execution of executive engagements.

Confidentiality

• Handle sensitive business information with the highest level of discretion.
• Maintain confidentiality regarding strategic decisions, financial information, and personnel matters.

Mandatory Skills:

Microsoft Office Suite (Excel, PowerPoint, Word, Outlook)

Google Workspace

Calendar management tools

Video conferencing platforms (Microsoft Teams, Zoom, Google Meet)

Expense management systems (preferred)

Basic presentation design skills

Excellent verbal and written communication skills.

Strong organizational and time-management abilities.

High level of professionalism and discretion.

Ability to multitask and prioritize effectively.

Strong interpersonal and stakeholder management skills.

Problem-solving and decision-making capability.

Attention to detail and accuracy.

Ability to work under pressure and meet deadlines.

Preferred Competencies

Executive presence

High emotional intelligence

Strong follow-up and coordination skills

Proactive approach to problem-solving

Adaptability and flexibility

Ability to anticipate executive needs

Professional etiquette

Strong documentation and reporting skills

Key Performance Indicators (KPIs)

Effective calendar and schedule management

Timely coordination of meetings and travel

Accuracy of reports and documentation

Responsiveness to executive requests

Stakeholder satisfaction

Completion of follow-up actions within deadlines

Confidential handling of sensitive information

Working Relationships

Internal:

CXO

Leadership Team

Department Heads

HR

Finance

Operations

Administration

External:

Clients

Vendors

Business Partners

Consultants

Government and regulatory agencies (as required)

Preferred Attributes

Highly dependable and trustworthy

Positive attitude with a service-oriented mindset

Excellent planning and coordination skills

Ability to work independently with minimal supervision

Strong professional ethics and confidentiality

Comfortable working beyond regular business hours when business demands require