We are looking for a highly organized, detail-oriented, and proactive Executive Assistant to the CEO who will support the CEO through meeting intelligence, information synthesis, calendar management, documentation, planning, and internal coordination.

The role requires someone who can listen carefully, analyse information from multiple sources, identify priorities, maintain accurate records, and provide the CEO with transparent and timely information to support effective decision-making.

The Executive Assistant will primarily work with meeting recordings, WhatsApp communication, task management tools, calendars, and internal documentation. Since all meetings are recorded, live attendance is not required. The candidate will review meeting recordings, prepare structured Minutes of Meeting (MoM), cross-reference previous discussions, identify pending matters, and synthesize relevant information into concise reports and daily briefings for the CEO.

This is a high-trust, information-sensitive role requiring excellent judgment, confidentiality, communication skills, organization, and attention to detail.

Key Responsibilities

1. CEO Intelligence & Information Synthesis

- Review recordings of internal and external meetings and analyse the discussions in detail.

- Prepare accurate and structured Minutes of Meeting (MoM), meeting summaries, decisions, and action items.

- Cross-reference current discussions with previous MoMs, records, and commitments to identify continuity, pending matters, and recurring issues.

- Identify important updates, decisions, risks, dependencies, and matters requiring the CEO's attention.

- Consolidate information from meetings, WhatsApp groups, task management tools, and other relevant sources.

- Filter unnecessary information and present the CEO with concise, relevant, and actionable insights.

- Prepare daily or periodic intelligence summaries for the CEO.

2. Meeting Documentation & Record Management

- Review recorded meetings and prepare professionally structured MoMs.

- Capture meeting agenda, key discussion points, decisions taken, action items, responsible persons, deadlines or commitments wherever mentioned, pending issues, and dependencies.

- Maintain a centralized and organized repository of meeting records.

- Ensure proper naming, filing, version control, and easy retrieval of documents.

- Maintain a comprehensive log of meetings and related documentation.

- Ensure consistency and accuracy across current and previous meeting records.

3. CEO Daily Briefing & Next-Day Planning

- Prepare a structured daily briefing for the CEO based on the latest available information.

- Review pending approvals, unresolved matters, priority tasks, upcoming meetings, and important updates.

- Prepare the CEO's priority to-do list for the following day.

- Identify matters requiring immediate attention or decision-making.

- Review the next day's calendar and ensure relevant information is available before meetings.





- Deliver the next-day planning summary to the CEO every evening.

4. Calendar Management

- Manage and maintain the CEO's calendar proactively.

- Schedule meetings and appointments based on priorities and availability.

- Identify and resolve scheduling conflicts.

- Ensure adequate time is allocated for important meetings, reviews, approvals, and priority tasks.

- Anticipate the CEO's scheduling requirements based on upcoming commitments and business priorities.

- Keep the CEO informed about important upcoming meetings and schedule changes.

5. WhatsApp & Communication Monitoring

- Monitor designated internal WhatsApp groups and communication channels relevant to the CEO.

- Review conversations and identify important updates, decisions, requests, escalations, and pending matters.

- Filter routine or irrelevant communication and highlight information requiring the CEO's attention.

- Cross-reference important WhatsApp discussions with meeting records and task management systems wherever required.

- Maintain confidentiality while handling sensitive business communication.

6. Task Management & Action Tracking

- Monitor the designated task management tool used by the organization.

- Review pending, overdue, and newly assigned tasks relevant to the CEO.

- Identify dependencies, delays, blockers, and items requiring escalation.

- Ensure significant commitments identified from meetings and communications are reflected accurately in the appropriate task system.

- Provide the CEO with visibility of critical pending items and priorities.

- Coordinate internally on action items when required and escalate blockers to the appropriate person.

7. Internal Coordination Support

- Provide coordination support to ensure significant CEO-level requirements move forward.

- Follow up on critical action items, approvals, or information when required.

- Escalate delays, blockers, or unresolved issues to the appropriate stakeholders.

- Ensure that information required by the CEO is collected and presented in a timely manner.

- Support the CEO in maintaining visibility over key internal activities without taking ownership of individual projects.

8. Executive Documentation & Reporting

- Prepare concise reports, summaries, trackers, and briefing documents for the CEO.

- Convert large amounts of information into clear and easy-to-understand summaries.

- Maintain records of important decisions, commitments, approvals, and discussions.

- Develop and maintain standardized formats for MoMs, daily briefings, trackers,



and executive reports.

- Ensure all documentation is accurate, professional, confidential, and easily accessible.

Key Deliverables

- Accurate meeting MoMs and summaries

- CEO daily intelligence/briefing reports

- Next-day priority and planning summaries

- Pending approval and action trackers

- Calendar and meeting schedules

- Meeting and decision records

- Task management updates

- Relevant WhatsApp/communication summaries

- Executive reports and information summaries

Compensation: As per industry standards.

RequirementsRequired Skills

- Excellent written and spoken English

- Exceptional listening and comprehension skills

- Strong analytical and information-synthesis abilities

- Excellent note-taking and documentation skills

- Strong attention to detail

- Ability to identify important information from lengthy discussions

- Excellent organizational and time-management skills

- Ability to prioritize information and tasks

- Strong follow-up and coordination skills

- Good judgment and discretion

- Ability to work independently with minimal supervision

- Ability to handle confidential and sensitive business information

- Strong typing and documentation skills

Technical Skills

- MS Word / Google Docs

- MS Excel / Google Sheets

- Google Calendar / Outlook Calendar

- Zoom

- Google Meet

- Microsoft Teams

- WhatsApp / WhatsApp Groups

- Task management/project management tools

- Ability to learn quickly and work with new software and digital tools

BenefitsExperience

1–4 years of relevant experience in any of the following areas:

- Executive Assistant

- Management Assistant

- CEO's Office

- Executive Support

- Business Operations

- Management Reporting

- Meeting Documentation

- MIS / Reporting

- Coordination or similar roles

Freshers with exceptional communication, analytical, documentation, and organizational skills may also be considered.

Education

Any Graduate

Preferred Background

- Business Administration

- Management

- English

- Journalism / Mass Communication

- Operations

- Any other relevant discipline

Preferred Candidate Profile

The ideal candidate should be:

- Highly organized and detail-oriented

- Proactive rather than purely task-driven

- Comfortable working with large volumes of information

- Excellent at listening, analysing, and summarizing

- Able to distinguish critical information from routine communication

- Comfortable handling confidential business information

- Strong in written English and professional documentation

- Disciplined about maintaining records and trackers

- Capable of managing multiple priorities simultaneously

- Comfortable working closely with senior management

- Able to anticipate requirements rather than waiting for instructions

- Calm and dependable in a fast-paced workplace

📌 Executive Assistant to the CEO (Kolkata)
🏢 Sunshell Power Ventures Pvt.Ltd.
📍 Kolkata