- Calendar Management: Maintain a zero-conflict calendar for the CEO. Anticipate needs by protecting "focus blocks" and ensuring all meeting invites include necessary agendas and dial-in details at least 24 hours in advance.
- Multi-Venture Organization: Establish and maintain a standardized digital filing structure across all business entities. Documents should be filed within 24 hours of receipt to ensure cross-venture data is always current.
- Relationship Management: Manage the corporate gifting lifecycle (sourcing, list verification, and shipping) with 100% accuracy in mailing details and adherence to the seasonal budget.
2. Operations & Office Management
- Onboarding Efficiency: Execute the administrative onboarding checklist so that current hires have 100% of their hardware, software access, and welcome documentation functional by 9:00 AM on their first day.
- Tool Administration (Smartsheet): Serve as the internal "Power User." Success is measured by the data integrity of project trackers and the ability to build or refine dashboards that improve team visibility.
- Logistics & Expenses: Process all expense reports within one business week of submission. Travel itineraries must be comprehensive, including confirmation codes and transit "buffer time."
3. IT Coordination & Platforms
- Technical Troubleshooting: Act as the first line of defense for IT hurdles. Resolve or escalate hardware and software access issues within four business hours to minimize team downtime.
- Audit & Maintenance:
Perform monthly audits of web platforms (GoDaddy, UMPs, etc.) and business subscriptions to identify unused seats or upcoming renewals, ensuring cost-efficiency.
4. Core Competencies & Mindset
- Competency
- Performance Standard
- Continuous Improvement
Identify and propose at least one process optimization or "lean" workflow adjustment per quarter.
- Strategic Clarity
Demonstrate the discipline to pause and ask clarifying questions on complex tasks to ensure the "first draft" meets 90% of the intent.
- Proactive Management
Escalate potential roadblocks early, always providing at least one and if possible two clearly defined solutions alongside the problem.
5. Schedule & Availability
- Operational Coverage: Maintain consistent availability during the set 40-hour work week. Proactively communicate any shifts in the schedule at least 48 hours in advance to ensure no lapse in operational support.
6. High-Stakes Multitasking & Workflow
This role is the "central hub" of the organization. Success is not defined by finishing one task before starting the next, but by the ability to manage multiple shifting priorities simultaneously across different business entities.
Dynamic Prioritization (Non-Linear Workflow)
- Context Switching:
Demonstrate the ability to pivot instantly between disparate tasks—such as resolving a technical IT hurdle, responding to a high-level executive request, and managing holiday logistics—without losing the "thread" of any project.
- Workflow Triage: Independently categorize incoming requests by urgency and impact. A successful assistant will "intercept" low-priority interruptions to protect the CEO's time while advancing long-term projects like subscription audits or milestone tracking.
- Asynchronous Progress: Maintain momentum on 3–5 different business venture projects at once. Success is measured by ensuring no single venture "stalls" while waiting for administrative action.
Performance Mindset Check
- "The ideal candidate doesn't just execute tasks—they optimize them." > Success in this role is not measured by a "to-do list" completed in order, but by the seamless flow of operations across all ventures and the maximized productivity of the CEO.
Job expectations
- Ideal candidate: 2 years+ experience working in a head administrative position/founder's office/assistant to the CEO position, preferably with a company/CEO/founder based out of the West.
- Tech savvy and digitally proficient
- Candidate should preferably be an MBA degree holder
- Highly organised individual with a streamlined work ethic and high standards of integrity
- Fully remote role based in India
- Work will be in alignment with US PST time zone
- Working hours will be as follows: 8:30 PM IST - 5 AM IST
- Pay package: Rs. 80,000/month