Role Objective

Executive Assistant to CEO

Position: Executive Assistant to CEO

Reporting To: Mr. Rakesh Dosi, CEO

Department: CEO Office / Management

Experience: 2–5 Years

Location: Adajan, Surat

Job Purpose

We are looking for a proactive, organized, and highly responsible Executive Assistant to the CEO who can provide comprehensive executive, administrative, coordination, research, and follow-up support to CEO.

The role requires someone who can manage the CEO's schedule, coordinate with internal and external stakeholders, conduct business research, prepare reports and presentations, track important tasks and decisions, and ensure timely execution of priorities.

Key Responsibilities

1. CEO Calendar & Schedule Management

Manage the CEO's daily calendar, meetings, appointments, and commitments.

Schedule and prioritize meetings based on business requirements.

Coordinate internal and external meetings.

Ensure the CEO has all relevant information and documents before important meetings.

2. Meeting & Follow-up Management

Coordinate management and business meetings.

Prepare meeting agendas and required documents.

Record meeting minutes, decisions, and action points.

Maintain an action tracker for CEO-level tasks.

Follow up with respective teams and ensure timely closure of pending actions.

3. Research & Analysis

Collect information from reliable sources and prepare concise summaries for the CEO.

Analyze data and information to support management discussions and decision-making.

Prepare briefing notes post meetings.

Conduct quick research and provide accurate information whenever required by the CEO.

4. Communication & Coordination

Act as a coordination point between the CEO and various departments.

Coordinate with senior management, employees, clients, partners, and other stakeholders.

Draft professional emails, letters, messages, and other communications.

Escalate important or time-sensitive matters to the CEO.

5. MIS & Reporting





Collect and consolidate information from different departments.

Coordinate MIS reports, dashboards, summaries, and presentations.

Track important deadlines, and deliverables.

Highlight pending matters, delays, and issues requiring management attention.

6. Task & Project Tracking

Track important projects and initiatives assigned by the CEO.

Coordinate with relevant departments for timely execution.

Maintain project and task trackers.

Provide regular status updates to the CEO.

Ensure important commitments and deadlines are not missed.

7. Travel & Event Coordination

Coordinate business travel, hotel bookings, transportation, and itineraries for the CEO.

Assist with conferences, client meetings, corporate events, and business functions.

Ensure all travel and event-related arrangements are completed smoothly.

8. Documentation & Confidentiality

Maintain confidential CEO documents and business information.

Handle sensitive company, employee, client, and financial information with discretion.

Maintain proper records and filing systems.

Ensure important documents are readily available when required.

9. Administrative & Special Assignments

Handle professional and business-related tasks assigned by the CEO.

Coordinate with vendors and external stakeholders when required.

Support special projects and initiatives of the CEO.

Take ownership of assigned responsibilities and ensure timely completion.

Required Skills & Competencies

2–5 years of experience as an Executive Assistant, Management Assistant, Personal Assistant, or similar role.

Excellent verbal and written communication skills.





Strong research and analytical skills.

Strong internet research and information-gathering abilities.

Excellent organizational and time-management skills.

Strong follow-up and coordination abilities.

Strong attention to detail.

Good command of MS Excel, Word, PowerPoint, and Email/Google Workspace.

Ability to prepare professional presentations, reports, and research briefs.

Strong interpersonal and stakeholder-management skills.

Ability to handle confidential information with maturity and discretion.

Ability to manage multiple priorities simultaneously.

Proactive and solution-oriented approach.

Ideal Candidate

The ideal candidate should be proactive, mature, organized, dependable, analytical, and comfortable working directly with the CEO and senior management.

The person should be able to independently research, analyze, coordinate, follow up, prepare information, and get things done rather than simply wait for instructions.

The role requires someone who can act as an effective extension of the CEO's office and help ensure that key priorities, information, and commitments are managed efficiently.

Pay: ₹240,000.00 - ₹300,000.00 per year

Application Question(s):

- 1. How many years of relevant experience do you have as an Executive Assistant, Personal Assistant, or in a similar role?
- 2. Have you independently managed a CEO's or senior executive's calendar, meetings, meeting minutes, and follow-ups?
- 3. How would you rate your proficiency in MS Excel, PowerPoint, Word, and Google Workspace for preparing MIS reports, dashboards, and presentations?
- 4. How do you prioritize urgent assignments and track pending tasks across multiple departments to ensure timely completion?
- 5. Are you willing and able to travel with the CEO for business meetings, client visits, and other official commitments, including travel within and outside the city as required?

Work Location: In person

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