Executive Assistant to the CEO & Studio Operations Manager
About Pavan Java Studio
Pavan Java Studio is a boutique creative consultancy specialising in brand strategy, branding, design, and integrated marketing communications for corporates and premium brands. We partner with clients to build meaningful brand experiences through strategic thinking, compelling storytelling, and exceptional creative execution.
Role Overview
We are looking for a highly organised, proactive and detail-oriented professional to work closely with the Founder & CEO in managing the day-to-day operations of the studio.
This role goes beyond conventional executive assistance. You will serve as the operational backbone of the studio, coordinating client communication, managing projects, streamlining workflows, supporting business development, and ensuring seamless execution across multiple brand and marketing initiatives.
Key Responsibilities
Executive Support
- Manage the CEO’s calendar, meetings, appointments and travel.
- Prioritise daily schedules and business commitments.
- Prepare meeting agendas, minutes and follow-up action points.
- Draft professional emails, proposals and business correspondence.
Client & Brand Coordination
- Act as the first point of contact for clients.
- Coordinate meetings and presentations.
- Maintain project timelines and deliverables.
- Liaise between clients, designers, copywriters and external partners.
Studio Operations
- Manage project trackers, task allocation and delivery schedules.
- Coordinate vendor and freelancer engagements.
- Ensure SOPs and quality processes are followed.
- Organise internal meetings and review sessions.
Business Development Support
- Maintain CRM and sales pipeline.
- Track proposals, quotations and client follow-ups.
- Assist with presentations and pitch documentation.
- Conduct market and competitor research.
Marketing & Brand Support
- Coordinate social media calendars.
- Assist in LinkedIn content publishing.
- Manage website updates and marketing collateral.
- Coordinate events, photoshoots and brand activations.
Administration
- Invoice coordination and payment follow-ups.
- Maintain digital documentation and filing systems.
- Coordinate HR documentation and onboarding.
- Support procurement and office administration.
Desired Skills
- Excellent written and verbal communication.
- Strong organisational and multitasking abilities.
- High attention to detail.
- Professional client-facing personality.
- Ability to work independently in a fast-paced environment.
- Strong problem-solving skills.
- Positive attitude with a willingness to learn.
Preferred Software
- Microsoft Office
- Google Workspace
- Canva
- Zoho Projects / Trello / Asana
- Zoho CRM
- Adobe Acrobat
- ChatGPT & AI productivity tools
Preferred Qualifications
- Bachelor’s degree in Business, Marketing, Communications or Management.
- 1–3 years of experience as an Executive Assistant, Client Servicing Executive, Project Coordinator or Operations Executive.
- Prior experience in an advertising agency, branding consultancy, design studio or marketing organisation will be preferred.
Pay: ₹11,092.47 - ₹23,763.73 per month
Work Location: In person
