Executive Assistant to CEO / Founder’s Office

Company: Global Tenders Services Pvt. Ltd.

Location: Mumbai – Kandivali East

Reporting To: Co-Founder & CEO

Employment Type: Full-time

Experience: 15-20 years

About the Role

We are looking for a highly capable, proactive and exceptionally organized Executive Assistant to the CEO who can work closely with the Founder & CEO and become an important extension of the CEO's office.

This is not a conventional secretarial or administrative position.

The CEO is currently involved in multiple strategic and operational initiatives, including the expansion of TendersOnTime, implementation of Artificial Intelligence and current technologies, international business development, establishment of companies in different countries, development of new procurement-intelligence portals, strategic partnerships, fundraising/investor discussions, and several other business initiatives.

The objective of this role is to free the CEO from routine coordination, follow-ups, scheduling, information gathering and administrative workload, allowing him to concentrate on strategy, business growth, technology, key customers, partnerships and major decisions.

The successful candidate should be someone who naturally thinks:

“What needs to happen next, who is responsible, and by when will it be completed?”Key Responsibilities1. CEO’s Daily Management & Calendar

- Manage the CEO's daily, weekly and monthly calendar.
- Schedule and coordinate meetings with employees, clients, prospects, partners, consultants, vendors and other stakeholders.
- Prioritise meetings and protect the CEO's time for high-value activities.
- Ensure the CEO is properly briefed before important meetings.
- Maintain a forward-looking view of important appointments, commitments and deadlines.
- Proactively remind the CEO about important tasks, meetings, follow-ups and commitments.

2. Follow-up & Execution – MOST IMPORTANT RESPONSIBILITY The candidate must have exceptionally strong follow-up skills.

- Maintain a comprehensive CEO Action Tracker.
- Record every important instruction, commitment, task, owner and deadline.
- Follow up with employees, department heads, consultants, agencies, vendors and external stakeholders.
- Monitor progress until the task is actually completed.
- Identify delays, bottlenecks and dependencies.
- Escalate important delays to the CEO before they become problems.
- Ensure that the CEO does not have to repeatedly ask, “What happened to this?”
- Prepare daily/weekly pending-task reports for the CEO.

The candidate should be comfortable following up with senior employees and external professionals firmly but respectfully. 3. Coordination Across Departments

Coordinate with

- Sales & Business Development
- Technology / IT
- AI & Product Development
- SEO & Digital Marketing
- Finance & Accounts
- HR & Recruitment
- Legal & Company Secretarial
- International Business
- Consultants and external agencies

The EA should ensure that important CEO-level initiatives move forward and do not remain pending because of lack of coordination. 4. Strategic Projects & Special Assignments

Assist the CEO in executing important projects such as:

- AI implementation and AI-based business initiatives
- New technology projects
- Launch of new Tenders Intelligence portals
- Pay-as-you-go business models
- International expansion
- Incorporation of companies in different countries
- Banking and payment arrangements
- Strategic partnerships
- Investor/fundraising activities
- New business opportunities
- Market research and competitor analysis
- Other strategic initiatives assigned by the CEO

The candidate will often be required to research a subject, collect information, organise it and present it to the CEO in a concise format. 5. Research & Information Gathering

Conduct internet and business research on behalf of the CEO.

Examples may include

- Country/company incorporation requirements
- International taxation and banking
- Business opportunities




- Competitors
- Technology and AI tools
- SaaS products
- Potential strategic partners
- Vendors and service providers
- Market intelligence
- Industry developments
- Business contacts

The candidate should be comfortable using Google, LinkedIn, ChatGPT and other AI/research tools to gather and organise information. Importantly, the candidate must be able to distinguish between information found online and information that has been properly verified.

6. AI & Technology Assistance The candidate should be AI-friendly and technology-oriented.

Expected to use tools such as:

- ChatGPT / other AI assistants
- Microsoft Office
- Google Workspace
- Excel / Google Sheets
- PowerPoint
- CRM systems
- Project/task management tools
- Online research tools
- Video conferencing platforms

The candidate should be willing to learn new AI tools and technologies quickly. Programming knowledge is not required, but technological curiosity and the ability to understand technology at a practical business level will be an advantage.

7. Meetings & Documentation

- Prepare meeting agendas.
- Collect relevant information before meetings.
- Attend important meetings when required.
- Take Minutes of Meeting (MOM).
- Record decisions, action points, responsible persons and deadlines.
- Follow up on all action points.
- Prepare presentations, reports, summaries and briefing notes.
- Maintain an organised repository of important documents.

8. Email & Communication Support

- Assist in managing the CEO's email and correspondence.
- Draft professional emails, letters and responses.
- Prioritise important communications.
- Coordinate with relevant employees to obtain information required for responses.
- Ensure important communications are not missed.
- Handle WhatsApp and other business communications where required.

The candidate must have excellent written and spoken English. 9. Business Development & Client Coordination

Where required, assist the CEO with:

- Client follow-ups
- Prospect follow-ups
- Strategic partner communication
- Proposal coordination
- Meeting scheduling
- Sales presentations
- Business development activities
- Investor/partner communication

A basic understanding of B2B business development will be an advantage. 10. Travel & International Coordination

Manage domestic and international travel arrangements for the CEO, including:

- Flights
- Hotels
- Visas
- Travel insurance
- Airport transfers
- Meeting schedules
- Itineraries
- Conference/event registrations
- International appointments

The candidate should be comfortable coordinating with people in different countries and time zones. 11. Personal Assistance to the CEO The position may also involve limited personal assistance and coordination where it directly helps the CEO manage his time and commitments.

This may include

- Personal appointments
- Travel arrangements
- Important personal schedules
- Family/event-related scheduling
- Reservations
- Other confidential administrative matters

The candidate must understand the difference between executive assistance and household/personal domestic work. 12. Confidentiality & Trust The candidate will have access to highly confidential information relating to:

- Company strategy
- Financial information
- Clients
- Employees
- Investors
- Business negotiations
- International expansion
- Legal matters
- Personal information of the CEO

Absolute confidentiality, integrity and discretion are mandatory.

Candidate Profile

We are looking for someone who is:

- Highly organised and systematic
- Extremely strong in follow-up
- Proactive rather than reactive




- Responsible and dependable
- Mature and professional
- Intelligent and quick to learn
- Comfortable handling multiple priorities
- Good at communicating with senior people
- Assertive but polite
- Detail-oriented
- Good at internet research
- Technology and AI friendly
- Able to work independently
- Comfortable working in a fast-changing entrepreneurial environment
- Capable of handling confidential information
- Able to anticipate requirements rather than waiting for instructions

Most Important Qualities The following qualities will be given higher importance than academic qualifications:

- Exceptional follow-up ability
- Ownership mindset
- Common sense and practical intelligence
- Excellent communication
- Ability to prioritise
- Ability to get work done through other people
- Reliability and integrity
- Technology/AI orientation
- Ability to learn quickly
- Ability to work directly with the CEO

Educational Qualification Graduate in any discipline.

MBA / Management / Commerce / Business Administration / IT / Communications will be an advantage but is not mandatory.

Experience

Preferably 15-20 years of experience as:

- Executive Assistant
- Executive Secretary
- Personal Assistant to CEO/MD
- Management Assistant
- Founder’s Office Executive
- Business Coordinator
- Executive Coordinator

Candidates who have previously worked directly with a Founder, CEO, MD or entrepreneur will be preferred. Tools & Skills The candidate should have good working knowledge of:

- MS Word
- MS Excel
- PowerPoint
- Google Workspace
- Gmail
- Google Calendar
- Zoom / Google Meet
- WhatsApp
- CRM systems
- Internet research
- ChatGPT / AI tools

Good Excel skills and the ability to prepare professional PowerPoint presentations will be an advantage.

Key Performance Indicators (KPIs)

Performance will primarily be measured by:
- Percentage of CEO action items completed on time
- Follow-up effectiveness
- Reduction in pending tasks
- Accuracy of schedules and information
- Timely preparation for meetings
- Quality of reports and presentations
- Timely coordination between departments
- Quality and speed of research
- Ability to anticipate requirements
- Ability to independently resolve routine matters
- Reduction in routine workload reaching the CEO
- Overall improvement in the CEO's productivity

The Golden Rule The CEO should not have to manage the Executive Assistant. The Executive Assistant should help manage the CEO's time, priorities, information flow and follow-ups.

Every important instruction should be:

Captured → Assigned → Tracked → Followed Up → Completed → Reported

What We Do NOT Want

We are not looking for someone whose primary strengths are:

- Only diary management
- Only typing
- Only arranging meetings
- Waiting for instructions
- Saying “I have sent a reminder” without ensuring closure
- Being uncomfortable following up with senior employees
- Requiring constant supervision

We need someone who takes ownership. If an important task is assigned to the EA, the expectation is not merely to remind someone about it. The expectation is to drive it towards completion and bring the exception to the CEO's attention.

Interview Assessment

Candidates shall be evaluated on:

Communication – 20%

Follow-up & ownership – 20%

Common sense / problem solving – 15%

Organisation & prioritisation – 15%

Research ability – 10%

Technology & AI orientation – 10%

Confidentiality / maturity – 5%

Presentation & documentation skills – 5%

Reporting: Directly to: Co-Founder & CEOLocation: TendersOnTime / Global Tenders Services Pvt. Ltd., Kandivali East, MumbaiEmployment Type: Full-timeCompensation: Competitive and commensurate with experience and capability.

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits

- Health insurance
- Internet reimbursement
- Provident Fund

Experience:
- Executive Assistant to CEO: 10 years (Required)

Willingness to travel:
- 25% (Preferred)

Work Location: In person

📌 Executive Assistant to CEO (Kandivali East)
🏢 Global Tenders Services
📍 Kandivali East