Executive Assistant To CEO

Job description:

We are looking for a sharp, dependable, and highly organized Executive Assistant to support our CEO. This is a high-trust role at the center of company operations — you'll be the CEO's right hand, managing schedules, communication, travel, and follow-ups across departments. The ideal candidate is proactive, discreet, and comfortable working in a fast-paced logistics environment where priorities shift quickly.

Key Responsibilities

Calendar & Schedule Management

• Manage the CEO's calendar, prioritizing and scheduling meetings, calls, and appointments
• Anticipate scheduling conflicts and resolve them proactively
• Block time for strategic priorities and protect the CEO's focus time

Travel Management

• Plan and coordinate domestic (and occasional international) travel — flights, hotels, local transport, visas if required
• Prepare detailed itineraries and ensure smooth execution of travel plans
• Handle last-minute changes efficiently

Communication & Correspondence

• Draft, proofread, and manage emails, letters, and internal communications on behalf of the CEO
• Act as a liaison between the CEO and internal teams, clients, vendors, and external stakeholders
• Screen and prioritize calls, emails, and requests

Follow-ups & Coordination

• Track action items from meetings and ensure timely follow-up with relevant stakeholders
• Coordinate with department heads to gather updates, reports, and status before meetings
• Maintain a follow-up tracker for pending decisions, approvals, and deliverables

Confidentiality & Discretion

• Handle sensitive business, financial, and personal information with the highest level of confidentiality
• Exercise sound judgment in managing access to the CEO's time and information

Meeting & Documentation Support

• Organize and prepare agendas for meetings; take minutes and circulate action points
• Maintain organized records, files, and documentation for easy retrieval

General Office & Administrative Support

• Assist with expense reports, vendor coordination, and other ad-hoc administrative tasks
• Support special projects and initiatives as assigned by the CEO.

Required Skills & Qualifications

• 3–5 years of experience as an Executive Assistant, Personal Assistant, School teacher or in a similar senior administrative role, ideally supporting CEOs/senior leadership
• Excellent verbal and written communication skills in English and Kannada (Hindi is a plus)
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Proven ability to follow up and drive tasks to closure without constant supervision
• High level of discretion, integrity, and professionalism in handling confidential matters
• Proficiency in MS Office (Word, Excel, PowerPoint) and calendar/email tools (Outlook/Google Workspace)
• Strong interpersonal skills — comfortable interacting with senior leadership, clients, and vendors
• Ability to stay calm and organized under pressure and tight timelines
• Prior experience in logistics, supply chain, or a similar operationally intensive industry is a plus, but not mandatory

Benefits:

• Provident Fund

Work Location: In person