Job Description:

As Executive - Administration to the CEO, you will provide structured, confidential, and proactive administrative support to ensure seamless coordination of the CEO’s office. You will manage priorities, communication, documentation, and cross-functional follow-ups with precision and discretion, enabling effective leadership execution.

Incumbent of this position will report to CEO and have the following responsibility:

• Provide end-to-end executive and administrative support to the CEO, ensuring smooth functioning of the office.
• Manage the CEO’s calendar, strategic engagements, leadership meetings, and business appointments.
• Handle confidential internal and external communications on behalf of the CEO.
• Coordinate domestic and international travel, including itineraries, bookings, and visa formalities.
• Prepare agendas, MoMs, action trackers, and ensure structured follow-ups across teams.
• Develop reports, presentations, dashboards, and analytical summaries for decision support.
• Liaise with senior leadership, directors, and external stakeholders to drive alignment.
• Monitor key metrics, deadlines, and commitments to ensure timely execution.
• Maintain organized documentation and confidential records.
• Support board reviews, strategic sessions, and travel with the CEO when required.

The above list of duties is not exclusive or exhaustive and the post holder will be required to undertake such tasks as may reasonably be expected within the scope of the post. Job descriptions will be regularly reviewed to ensure they are an accurate representation of the post.

Who you are:

Education & Qualifications

• Bachelor’s degree in Business Administration, Management, Commerce, or a related discipline (MBA preferred).
• Strong proficiency in MS Office (Excel, PowerPoint, Word) and presentation tools.
• Working knowledge of Power BI or similar data visualization tools for reporting and dashboard preparation.
• Familiarity with ERP systems, collaboration tools, and digital documentation platforms.
• Certification in Executive Assistance, Administration, or Business Analytics will be an added advantage.

Experience

• 5–8 years of experience in Executive Assistance, Administration, or Senior Management Support roles, preferably supporting CXO-level leadership.
• Proven experience in managing complex calendars, high-level stakeholder coordination, and confidential communications.
• Exposure to travel management (domestic & international), visa processes, and event/board meeting coordination.
• Strong experience in preparing reports, dashboards, presentations, and analytical summaries using Excel and Power BI.
• Prior experience in manufacturing, engineering, or a structured corporate environment will be preferred.

Personality Traits

• Demonstrates executive maturity with a clear understanding of hierarchy, protocol, and professional boundaries.
• Anticipates priorities and risks, ensuring smooth flow of the CEO’s schedule and commitments.
• Maintains composure and clarity under time pressure and last-minute changes.
• Detail-focused while aligning tasks to broader business priorities.
• Exercises sound judgment in filtering, escalating, and independently resolving matters.

Additional Needs

• Professional presentation and conduct suitable for board-level interactions.
• Preference for candidates based in or willing to relocate to Silvassa.