Executive Assistant / Personal Assisatant To CEO

Job Description Position: Executive Assistant / Personal Assistant to CEO Department: CEO’s

Office Location: Office Location: Bhubaneswar / Hybrid

Reporting To: Chief Executive Officer (CEO)

Employment Type: Full-time

About Clans : Clans Machina is a fast-growing Solar EPC startup committed to accelerating India’s transition to clean energy. We work across residential, commercial, and industrial solar projects with a mission of creating zero electricity bill ecosystems and empowering sustainable communities. The Executive Assistant will serve as a strategic partner to the CEO, ensuring efficient management of executive functions, business coordination, confidential matters, and operational effectiveness. Role Summary The Executive Assistant to CEO will provide high-level administrative, strategic, and operational support. This role requires exceptional organizational ability, professional communication, confidentiality, and proactive problem-solving skills. The candidate will act as a bridge between the CEO, internal teams, clients, partners, and external stakeholders.

Key Responsibilities :

Executive Support

● Manage CEO’s calendar, appointments, meetings, and travel schedules efficiently.

● Prioritize and coordinate meetings, ensuring optimal time management.

● Prepare meeting agendas, presentations, reports, minutes, and follow-up actions.

● Screen and manage calls, emails, and correspondence on behalf of the CEO.

Coordination & Communication:

● Act as a liaison between the CEO and internal departments, clients, vendors, and stakeholders.

● Ensure proper follow-up on tasks assigned by the CEO to various teams.

● Draft professional emails, letters, reports, and presentations.

● Support communication with investors, partners, and government officials when required.

Administrative & Operational Support :

● Maintain confidential records, documents, and files.

● Support strategic planning, reporting, and execution tracking.

● Coordinate events, board meetings, leadership meetings, and business visits.

● Assist in preparation of business reports, MIS, dashboards, and executive summaries.

Strategic & Special Projects:

● Assist CEO in research, analysis, and project coordination.

● Track key business goals, deadlines, and deliverables.

● Help in implementing the CEO's strategic initiatives and operational priorities. 

Required Qualifications:

Education:

● Master’s degree in Business Administration, Management, Commerce, Engineering, or related field

Experience:

● 3–6 years of experience as Executive Assistant / Assistant to CEO, Director, or Senior Leadership.

● Experience in corporate, start up, solar, EPC, infrastructure, or technology sector preferred. 

Required Skills & Competencies :

Communication Skills:

● Excellent verbal and written communication in English.

● Professional email drafting and documentation skills.

● Ability to communicate with senior executives, clients, and stakeholders.

Organizational Skills:

● Exceptional time management and multitasking ability.

● Strong planning, coordination, and follow-up skills.

● Ability to work under pressure and manage priorities. 

Professional & Behavioral Competencies:

● High level of confidentiality and integrity.

● Proactive, smart, and solution-oriented mindset.

● Strong attention to detail.

● Professional personality and executive presence.

● Ability to anticipate CEO’s needs and act proactively.

Technical Skills :

● Proficiency in MS Office (Excel, PowerPoint, Word).

● Familiarity with Google Workspace (Docs, Sheets, Calendar, Drive).

● Experience with CRM, project management tools is a plus.

Preferred Candidate Profile :

● Highly disciplined, trustworthy, and professional.

● Strong analytical and decision-support ability.

● Startup mindset with ownership and accountability.

● Ability to work flexible hours when required.

Key Performance Indicators (KPIs):

● CEO schedule efficiency and time optimization

● Timely coordination and follow-ups

● Quality of executive documentation and communication

● Confidentiality and professionalism

● Support in achieving organizational goals

Compensation & Benefits :

● Competitive salary as per industry standards

● Performance-based increment and incentives

● Direct exposure to CEO and leadership decision-making

● Fast career growth opportunity

● Opportunity to work in high-growth clean energy startup