Job Summary The Executive Assistant will work closely with senior management and act as a central coordination point between management, employees, clients, vendors, business partners, and internal departments.

The role involves calendar management, meeting coordination, communication, documentation, task tracking, follow-ups, research, MIS reporting, business coordination, and administrative support.

The ideal candidate should be able to work independently, manage confidential information, prioritize multiple assignments, maintain robust follow-up discipline, and ensure that management instructions are converted into timely execution.

Key Roles & Responsibilities

1. Executive Support

- Manage the daily calendar, appointments, meetings, and schedules of senior management.
- Coordinate internal and external meetings.
- Prepare meeting agendas and supporting documents.
- Maintain daily priority and task lists.
- Remind management about important meetings, deadlines, and commitments.
- Assist management with day-to-day administrative and business requirements.

2. Task & Follow-Up Management

- Convert management instructions into actionable tasks.
- Coordinate with concerned employees and departments.
- Track assigned tasks and deadlines.
- Follow up on pending activities.
- Identify delayed tasks and escalate them appropriately.
- Maintain daily task completion reports.
- Ensure important decisions and instructions are properly followed through.

3. Meeting Management

- Schedule meetings with clients, employees, vendors, consultants, and business partners.
- Prepare meeting agendas and relevant information.
- Record Minutes of Meeting (MOM).
- Document decisions and action points.
- Assign or coordinate follow-up activities.
- Track completion of meeting action items.

4. Communication Management

- Handle professional emails, WhatsApp communications, phone calls, and business correspondence.
- Draft emails, letters, notices, proposals, presentations, and other documents.
- Coordinate communication between senior management and internal teams.
- Ensure important communication is responded to within defined timelines.
- Maintain professionalism and confidentiality in all communications.

5. Business Coordination

Coordinate with various departments including:

- Sales
- Business Development
- HR & Recruitment
- Marketing
- Accounts
- Operations
- Technology
- MIS
- Customer Support

Ensure that management instructions and important information are communicated accurately and followed up properly. 6. MIS & Management Reporting

Prepare and maintain:

- Daily Activity Reports
- Management Reports
- Sales Reports
- Business Development Reports
- HR Reports
- Recruitment Reports
- Collection Reports
- Project Progress Reports
- Weekly Performance Reports
- Monthly Management Reports
- KPI Dashboards

The candidate should be capable of converting business information into clear, concise, and management-ready reports. 7. Business Research

- Conduct research on companies, industries, competitors, customers, products, and markets.
- Research prospective clients and business partners.
- Prepare company profiles before meetings.
- Gather relevant information from websites, LinkedIn, social media, and industry sources.
- Prepare concise research summaries for management.
- Support management in evaluating new business opportunities.

8. Client & Business Partner Coordination





- Coordinate meetings and communications with clients and business partners.
- Maintain client and partner databases.
- Track proposals, discussions, commitments, and pending activities.
- Follow up on important business discussions.
- Support management in maintaining strong professional relationships.

9. Project Coordination

- Assist management in monitoring important projects.
- Track project milestones and deadlines.
- Coordinate with project owners and team members.
- Monitor pending deliverables.
- Highlight delays and execution issues.
- Prepare project status reports.

10. Travel & Event Coordination

- Coordinate business travel arrangements.
- Manage hotel, transportation, meeting, and itinerary requirements.
- Prepare travel schedules.
- Coordinate meetings during business trips.
- Assist with exhibitions, seminars, conferences, training programs, and corporate events.

11. Documentation & Record Management

- Maintain management documents and confidential records.
- Organize contracts, agreements, proposals, reports, presentations, and business documents.
- Maintain digital folders and document repositories.
- Ensure proper naming and organization of files.
- Maintain confidentiality of sensitive business information.

12. HR & Employee Coordination

- Coordinate with HR regarding recruitment, onboarding, attendance, performance, and employee-related activities.
- Track important employee-related assignments from management.
- Assist in organizing training sessions and employee meetings.
- Support management in implementing HR decisions and policies.
- Maintain required management-level HR records.

13. Business Development Support

- Assist management in identifying potential clients and business opportunities.
- Research prospective businesses and decision-makers.
- Prepare presentations, company profiles, and proposals.
- Coordinate client meetings.
- Track business development opportunities.
- Follow up on important prospects and proposals.

14. AI & Digital Productivity

Use up-to-date technology and AI tools to improve productivity, including:

- ChatGPT
- Gemini
- Claude
- Microsoft Copilot
- Canva
- Google Workspace
- Microsoft Office
- CRM Software
- Project Management Tools

Use these tools for research, report preparation, business communication, presentations, meeting summaries, data analysis, and workflow improvement.

Key Result Areas (KRAs)

Executive Support

- Accurate calendar and appointment management.
- Timely completion of management assignments.
- Effective prioritization of important activities.

Task & Follow-Up

- Percentage of assigned tasks completed within deadlines.
- Reduction in overdue activities.
- Timely escalation of critical pending tasks.

Communication

- Timely response to management and stakeholder communication.
- Quality and accuracy of business communication.
- Professional handling of confidential information.

Reporting & MIS

- Accuracy of reports.
- Timely submission of MIS.
- Quality of management dashboards and summaries.

Coordination

- Effective coordination between departments.




- Timely meeting and project follow-ups.
- Successful execution of management instructions.

Requirements & Qualifications

Educational Qualification

- Bachelor's degree in Business Administration, Commerce, Management, Marketing, Computer Applications, or a related field.
- MBA/PGDM will be an added advantage.

Experience

- 2–6 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, Business Coordinator, Operations Executive, or similar role.
- Experience supporting a Director, MD, CEO, Founder, or senior management will be strongly preferred.
- Candidates with exposure to Sales, Business Development, HR, or Operations will have an advantage.

Technical Skills

- MS Excel
- Google Sheets
- MS Word
- PowerPoint
- Google Drive
- Google Calendar
- Gmail
- CRM Software
- Project Management Tools
- Zoom / Google Meet
- Internet Research
- AI Productivity Tools

Core Competencies

- Executive Assistance
- Task Management
- Follow-Up Management
- Business Communication
- Management Reporting
- Research & Analysis
- Project Coordination
- Stakeholder Management
- Documentation
- Time Management
- Problem Solving
- Confidentiality
- Multitasking
- Business Acumen

Personal Attributes The ideal candidate should be:

- Highly organized and systematic.
- Proactive rather than dependent on continuous instructions.
- Excellent at follow-ups.
- Detail-oriented and accurate.
- Mature and professional in communication.
- Trustworthy and highly confidential.
- Capable of handling multiple priorities.
- Comfortable working under pressure.
- Able to communicate with senior management and business stakeholders.
- Strong in written and verbal communication.
- Responsible for taking assignments from initiation through completion.

Ideal Candidate Profile

We are looking for an Executive Assistant who can:

- Think ahead and anticipate management requirements.
- Maintain a clear record of important commitments.
- Ensure that pending tasks are followed up without repeated instructions.
- Understand business priorities.
- Coordinate effectively across departments.
- Prepare useful information rather than simply collecting data.
- Handle sensitive information responsibly.
- Work independently with minimum supervision.
- Use technology and AI to improve efficiency.

What We Offer

- Competitive Fixed Salary
- Performance-Based Incentives
- Direct Exposure to Senior Management
- Career Growth Opportunities
- Professional Training & Development
- Exposure to Multiple Business Functions
- AI-Enabled Working Environment
- Opportunity to work on Strategic Business Assignments
- Growth opportunities into Senior Executive Assistant / Executive Office Manager / Business Operations Manager / Chief of Staff roles based on performance.

Why Join Kheewa Incorporation?

This is more than a conventional administrative role. As an Executive Assistant, you will gain exposure to business strategy, sales, business development, HR, recruitment, marketing, operations, technology, and management decision-making.

You will work closely with senior management and play an important role in ensuring that priorities are communicated, tasks are tracked, follow-ups happen, deadlines are met, and business decisions are converted into execution.

If you are organized, proactive, business-minded, technology-friendly, and strong in communication and follow-up, we would like to hear from you.

📌 Executive Assistant (India)
🏢 Kheewa Incorporation
📍 India