← All positions
Executive Assistant to CEO
General · Head Office · Permanent
Key responsibilities
1. Calendar, priorities and correspondence
• Own the CEO’s calendar and priorities; spot conflicts early and propose alternatives.
• Screen, route and track requests and correspondence; draft routine replies for review.
• Separate urgent matters from those to schedule, delegate or refer on.
2. Meetings, minutes and action tracking
• Coordinate agendas, pre-reads, rooms, virtual links and visitor access.
• Prepare accurate minutes of decisions, owners and due dates; circulate promptly.
• Maintain an action tracker; follow up to closure and flag overdue items to the CEO.
• Support Board and confidential leadership meetings (papers, version control, minutes, records) as directed by the CEO and Company Secretary / Legal.
3. Presentations, briefs and documentation
• Prepare and polish presentations, briefing notes and management summaries.
• Proofread; verify names, dates, figures and versions with the source owner.
• Keep orderly electronic and physical files with controlled access.
4. Travel, visits and event logistics
• Arrange domestic and international travel, stays and itineraries; prepare travel packs.
• Host the CEO’s visitors and guests: appointments, reception, access and follow-up.
5. Expense and invoice management
• Expenses: track and manage the CEO’s travel and other expenses: collect bills, prepare claims within policy, submit to Finance on time and reconcile.
• Control: flag exceptions, overspend or missing bills to the CEO and Finance.
• Invoices: process invoices for CEO-office sundries (courier, refreshments, stationery): verify, route for approval and payment, and track to closure.
6. Coordination, confidentiality and exigencies
• Work with IT and facilities on meeting technology, rooms and access.
• Protect confidentiality in conversation, email, printing and storage; escalate risks.
• Respond to exigencies and unplanned situations concerning the CEO (urgent requests, disruptions, emergencies): use sound judgement to act, coordinate and escalate; undertake other assignments as agreed.
Key interfaces
Internal CEO; Directors as authorised; senior leadership; HR, Finance, Legal / Company Secretary, Sales, Marketing, Operations, Quality / Regulatory, IT, Admin.
External Board members and their offices; customers and partners as directed; auditors and advisers; travel and event vendors; visitors.
Qualifications and experience
• Education: Bachelor’s degree preferred; business administration or office management is an advantage. A secretarial course certification is highly desirable.
• Experience: 6–10 years supporting a CEO, MD or senior executive (corporate setting preferred), with proven handling of complex calendars, meetings, minutes, travel and confidential matters.
• Skills: strong MS-Outlook, Word, Excel and PowerPoint; comfortable with virtual meeting platforms and shared drives., as well as common AI tools usage.
• Languages: Excellent written and spoken English; Kannada and Hindi.
Key competencies
• Integrity and discretion: protects sensitive business, people, financial and Board information.
• Judgement and maturity: handles sensitive requests and senior stakeholders calmly.
• Organisation and detail: keeps calendars, minutes and trackers accurate.
• Anticipation and ownership: sees needs early and follows through to closure.
• Communication: clear, tactful and confident with senior stakeholders, with written and speaking fluency.
• Composure and reliability: handles last-minute changes and unplanned situations without losing accuracy or composure.
Desirable: Board or committee coordination exposure; experience in healthcare, medical devices, pharma or another regulated business; polished presentation and executive-summary skills.
Key outcomes and measures of success
• Calendar and travel are accurate and coordinated, with minimal disruption.
• Expense claims and sundry invoices are accurate, compliant and processed on time.
• Meeting packs and Board papers are ready on time; minutes and actions are accurate and circulated promptly.
• Action trackers are current, overdue items are followed up, and the CEO is alerted to decisions or risks.
• No avoidable breach of confidentiality; records are secure, organised and retrievable.
• The CEO’s office is seen as prepared, responsive and professional by leaders, Board members and visitors.