Executive Assistant

Key Responsibilities

CEO Office Coordination

• Track and manage ongoing priorities, action items, and pending tasks of the CEO’s office.
• Coordinate with reporting team members, department heads, and internal stakeholders to ensure timely completion of assigned tasks.
• Follow up regularly on deliverables, commitments, approvals, and deadlines.
• Prepare summaries, trackers, MOMs (Minutes of Meeting), and status updates for management review.

Research & Analytical Support

• Conduct business, market, industry, competitor, and strategic research for the CEO as required.
• Compile and present information in a structured and concise format.
• Support preparation of presentations, reports, briefing notes, and meeting materials.

Calendar & Correspondence Management

• Manage the CEO’s calendar, appointments, meetings, travel schedules, and reminders.
• Coordinate internal and external meetings efficiently.
• Draft, review, and manage professional email correspondence and communication on behalf of the CEO where required.
• Ensure timely responses and prioritization of communication.

Document Management & Records Coordination

• Manage and maintain the organization’s document management system and filing structure.
• Ensure proper organization, storage, retrieval, and version control of company documents.
• Coordinate collection and maintenance of important organizational records, reports, contracts, presentations, and compliance-related documents.
• Maintain confidentiality and accuracy of sensitive business information and records.
• Support digitization, standardization, and systematic documentation processes across departments.

Association & Membership Coordination

• Manage organizational memberships and engagement activities with associations such as:
• BNI
• FSAI
• CII
• Track renewals, event participation, communication, registrations, and follow-ups related to these associations.
• Coordinate representation, documentation, and participation requirements for networking and industry events.

Required Skills & Competencies

• Strong organizational and coordination abilities
• Excellent verbal and written communication skills
• Strong documentation and records management skills
• Ability to multitask and prioritize effectively
• High sense of ownership and accountability
• Professional email drafting and communication etiquette
• Strong follow-up and task closure orientation
• Good research and presentation preparation skills
• Proficiency in MS Office / Google Workspace
• Ability to maintain confidentiality and professionalism

Preferred Qualifications

• Bachelor’s degree in Business Administration, Management, Commerce, or related field
• 2–5 years of experience in executive coordination, administration, or CEO office support roles preferred