Executive Assistant

Job Description – Executive Assistant / Manager

Position: Executive Assistant / Manager Department: Management / Administration

Location: Ahmedabad Experience: 2-4 years preferred

Employment Type: Full-time

Key Responsibilities

• Provide high-level executive and administrative support to EO Members and the EO Gujarat leadership team in day-to-day organizational and professional requirements. 

• Manage the EO House and ensure its smooth day-to-day functioning, including appointments, scheduling, member requirements, communications, and coordination. 

• Develop a strong understanding of EO as an organization, its structure, programs, policies, member expectations, and operational requirements. 

• Manage member communication, including emails, calls, appointments, requests, and followups, ensuring timely and professional responses. • Coordinate and maintain EO member schedules, meetings, appointments, and engagements. 

• Manage the EO Gujarat Chapter's administrative and operational activities, ensuring smooth coordination across all chapter initiatives. 

• Coordinate and support the planning and execution of EO Gujarat events, including meetings, learning events, social events, leadership activities, and other chapter programs. 

• Coordinate with EO Members, Chapter Board Members, Forum Members, speakers, vendors, venues, hotels, event partners, and other stakeholders. 

• Manage the EO calendar, appointments, meetings, travel schedules, and important commitments. 

• Prepare and manage official correspondence, emails, letters, presentations, reports, meeting agendas, minutes, and other documents. 

• Maintain accurate records of members, events, meetings, communications, expenses, vendors, and important organizational documents. • Handle confidential and sensitive information relating to EO Members and the organization with complete discretion. 

• Ensure timely follow-up on action points, decisions, commitments, and pending requirements arising from meetings and discussions. 

• Assist in preparing presentations, reports, MIS, event briefs, communication material, and other management documents. 

• Coordinate with internal and external stakeholders to ensure smooth execution of chapter activities and events. 

• Manage event-related requirements including venue coordination, invitations, registrations, hospitality, transportation, guest arrangements, event schedules, and vendor coordination. 

• Support the leadership team in special projects, initiatives, and assignments as required. 

• Proactively identify operational requirements and resolve issues before they become problems. 

• Maintain a high standard of professionalism, responsiveness, confidentiality, and member service at all times. Required Skills & Qualifications

• Graduate degree in any discipline. 

• 2–4 years of experience as an Executive Assistant, Manager, Executive Coordinator, Event Manager, or similar role. 

• Excellent English communication and writing skills. 

• Strong proficiency in MS Office / Google Workspace, including Word, Excel, PowerPoint, Outlook/Gmail, and Calendar. 

• Excellent organization, coordination, follow-up, and time-management skills. 

• Strong interpersonal skills and the ability to interact professionally with senior business leaders, entrepreneurs, VIPs, vendors, and external stakeholders. 

• Ability to manage multiple priorities and events simultaneously. 

• Strong attention to detail and a proactive, solution-oriented approach. 

• Ability to maintain strict confidentiality. 

• Willingness to work flexible hours and attend events outside regular working hours when required. 

• Ability to travel locally and occasionally outside Ahmedabad for organizational events, if required. 

Ideal Candidate The ideal candidate should be highly organized, proactive, presentable, mature, dependable, and people-oriented, with excellent communication and coordination skills.

The candidate should be comfortable working with senior entrepreneurs and managing multiple responsibilities independently.

Key Competencies: Executive Support | Member Management | Event Management | Communication | Coordination | Calendar Management | Follow-up | Confidentiality | Problem Solving | Stakeholder Management | Professionalism | Ownership