Job Title: Executive Assistant to the CEO - Mumbai
The Executive Assistant (EA) to the CEO provides high-level administrative, strategic, and operational support to the Chief Executive Officer. Acting as a trusted partner and force multiplier, the EA ensures the CEO's time is optimally deployed, communication flows seamlessly across the organization, and strategic initiatives are executed on schedule — all while maintaining the highest standards of discretion and confidentiality. The role demands exceptional organizational ability, sound business acumen, and the composure to manage competing priorities in a fast-paced financial services environment.
Job Responsibility
1. Executive Support
- Manage the CEO's calendar, appointments, meetings, and travel schedules; prioritize commitments to ensure optimal utilization of the CEO's time.
- Prepare agendas, briefing notes, reports, presentations, and meeting materials in advance of engagements.
- Draft professional correspondence, speeches, and internal communications on behalf of the CEO.
- Coordinate domestic and international travel, accommodation, visas, and detailed itineraries.
- Screen calls, emails, and requests directed to the CEO's office and manage responses or escalations appropriately.
2. Board & Governance Support
- Coordinate with the Board of Directors, CXOs, and the Company Secretary on governance matters and Board calendars.
- Prepare Board Notes, Agenda, Presentations, Minutes, and Action trackers.
- Ensure accurate and timely circulation of Board documents while maintaining strict confidentiality.
- Track closure of Board and Committee action items with respective owners. 3. Strategic Coordination & Project Management
- Track strategic projects and organizational initiatives assigned by the CEO from initiation to closure.
- Follow up with business heads on action items, deliverables, and deadlines; flag risks and delays proactively.
- Monitor progress of key business initiatives and prepare periodic status reports for the CEO.
- Coordinate cross-functional meetings and facilitate collaboration across departments.
4. Stakeholder Management
- Serve as the primary point of contact between the CEO's office and internal and external stakeholders.
- Build effective working relationships with regulators, auditors, lenders, investors, business partners, and industry associations, as directed by the CEO.
- Represent the CEO's office with professionalism, tact, and executive presence in all interactions.
5. Meetings, Communication & Reporting
- Organize leadership meetings, town halls, business reviews, and strategy sessions end-to-end.
- Record minutes, document decisions, and monitor follow-up actions to closure.
- Prepare executive dashboards, MIS reports, and management presentations for internal and external forums.
- Conduct research on industry trends, competitors, regulatory developments, and market intelligence; compile analytical summaries and briefing notes to support executive decision-making.
- Support preparation of annual plans, business reviews, and investor presentations.
6. Administrative & Office Management
- Maintain confidential records, executive documentation, and organized filing systems for contracts, reports, and correspondence.
- Coordinate logistics for executive events, offsites, and leadership engagements.
- Support expense management, vendor coordination, and other administrative requirements of the Executive Office.
7. Compliance & Confidentiality
- Ensure adherence to company policies, regulatory requirements, and governance standards in all activities of the Executive Office.
- Maintain absolute confidentiality regarding business strategies, financial information, personnel matters, and organizational decisions.Key Skills:Mandatory: Minimum 3 to 6 years of experience as an Executive Assistant supporting CXO-level executives.
Key Success Measures
- CEO calendar efficiency — minimal conflicts, adequate preparation time before key engagements.
- Quality and timeliness of Board and leadership meeting materials.
- Closure rate and turnaround time on action items tracked through the CEO's office.
- Stakeholder feedback on responsiveness and professionalism of the Executive Office.
- Zero breaches of confidentiality or governance protocol.
Functional Skills
- Executive calendar, travel, and priority management.
- Board meeting coordination and governance documentation.
- Business communication, report writing, and presentation development.
- MIS reporting, dashboard preparation, and project coordination.
- Event planning, documentation, and records management.
Technical Skills
- Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Comfort with video conferencing platforms, document management systems, and ERP / office productivity tools.
- Should have AI orientation and should have worked on atleast 2 AI projects in past
Target Industry: BFSI, NBFC, Insurance, Financial Services
Gender: Open
Experience: Candidate must have atleast 3- 6 year’s experience as an EA for CXO level employee or a wholetime director
Job Location: Andheri East, Mumbai
Working Days: 5 days
Qualification: Bachelor's degree in Business Administration, Commerce, Finance, Economics, or a related discipline;
MBA or postgraduate qualification preferred.
Notice Period: Immediate to 60 days
Relocation candidates: No
Pay: From ₹1,800,000.00 per year
Work Location: In person
