Executive Assistant to the CEO

Reporting To: CEO

Location: Gurugram, Haryana

Employment Type: Full-time, On-site

Job Summary The Executive Assistant to the CEO will provide high-level administrative, organizational, and coordination support to the CEO, ensuring efficient management of daily priorities, meetings, communications, and business activities. The role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple responsibilities while facilitating effective coordination between the CEO and internal and external stakeholders.

Roles & Responsibilities

1. Executive & Administrative Support

- Manage the CEO’s daily schedule, appointments, meetings, and calendar commitments.
- Prioritize requests, coordinate schedules, and ensure effective utilization of the CEO’s time.
- Prepare meeting agendas, briefing notes, presentations, reports, and other documents as required.
- Maintain records of important discussions, decisions, commitments, and follow-up actions.
- Handle confidential documents, correspondence, and business information with discretion.

1. Meeting & Communication Management

- Coordinate internal and external meetings, including scheduling, confirmations, logistics, and preparation of relevant materials.
- Communicate with senior management, employees, clients, business partners, and other stakeholders on behalf of the CEO, as authorized.
- Record meeting minutes, document action items, and follow up with relevant stakeholders to ensure timely completion.
- Manage incoming requests and correspondence, ensuring important matters are brought to the CEO’s attention promptly.
- Ensure clear and timely communication between the CEO’s office and relevant departments.

1. Business Coordination & Follow-ups

- Track key assignments, decisions, deadlines, and commitments made by the CEO.
- Coordinate with departmental heads and relevant teams to obtain updates on ongoing projects and pending deliverables.




- Follow up on delegated tasks and escalate delays, concerns, or critical issues to the CEO.
- Maintain trackers and status reports to provide visibility into ongoing priorities and outstanding actions.
- Support cross-functional coordination to ensure alignment on the CEO’s instructions and business priorities.

1. Travel & Logistics Management

- Plan and coordinate domestic and international travel arrangements, including flights, accommodation, local transportation, and itineraries.
- Manage travel documentation, meeting schedules, bookings, and related logistical requirements.
- Coordinate arrangements for business meetings, conferences, industry events, and official engagements.
- Maintain records of travel plans, bookings, and related expenses, as required.

1. Research, Documentation & Reporting

- Conduct research and compile relevant information, background notes, and summaries to support the CEO’s meetings and business decisions.
- Assist in preparing presentations, business reports, proposals, and executive-level documentation.
- Organize and maintain important records, documents, and correspondence for easy access and reference.
- Consolidate updates from different departments and prepare summaries for the CEO’s review.
- Ensure documents and reports are accurate, professionally presented, and submitted within required timelines.

1. CEO’s Office & Stakeholder Management

- Act as a coordination point between the CEO and internal teams, clients, authors, publishers, business associates, and other external stakeholders.
- Ensure requests directed to the CEO are appropriately recorded,



prioritized, and followed up.
- Facilitate skilled communication and maintain positive working relationships with key stakeholders.
- Support the coordination of business initiatives, special projects, and other priorities entrusted by the CEO.
- Exercise sound judgment in determining which matters require immediate attention and which can be handled independently.

1. Confidentiality & Professional Conduct

- Maintain strict confidentiality regarding business strategies, financial information, personnel matters, communications, and other sensitive information.
- Exercise discretion and sound judgment while handling confidential discussions, documents, and executive decisions.
- Represent the CEO’s office professionally in all internal and external interactions.
- Ensure adherence to company policies, procedures, and professional standards.

1. Additional Responsibilities

- Anticipate the CEO’s administrative and coordination requirements and proactively address them.
- Identify opportunities to improve scheduling, documentation, communication, and follow-up processes.
- Undertake special assignments and projects as directed by the CEO.
- Perform any other duties and responsibilities assigned from time to time in the interest of the organization.

Required Skills & Competencies

- Excellent written and verbal communication skills.
- Exceptional organizational, time-management, and prioritization abilities.
- Strong follow-up, coordination, and problem-solving skills.
- Proficiency in Microsoft Office or Google Workspace, calendar management, presentations, and documentation.
- High levels of discretion, integrity, professionalism, and attention to detail.
- Ability to manage competing priorities, work independently, and respond effectively to changing requirements.
- Strong interpersonal skills and the ability to interact confidently with senior leadership and external stakeholders.

📌 Executive Assistant (Gurugram)
🏢 Hubhawks
📍 Gurugram