About the Role

We are looking for a highly organized, discreet, and proactive Executive Assistant to partner closely with our CEO. You will be the CEO's right hand: protecting their time, anticipating needs, and ensuring that priorities, commitments, and stakeholder relationships are managed smoothly.

Key Responsibilities

Calendar and Time Management

- Manage the CEO's calendar across time zones, prioritizing meetings by importance and strategic fit
- Schedule internal meetings, board meetings, investor calls, and external engagements
- Prepare briefing notes, agendas, and background material ahead of key meetings

Travel and Logistics

- Plan and book domestic and international travel, including flights, accommodation, ground transport, and visas
- Build detailed itineraries and keep them updated for changes
- Manage travel preferences, loyalty programs, and expense reporting
- Coordinate logistics for offsites, conferences, and events

Insurance and Personal Administration

- Manage the insurance matters (health, travel, life, property, vehicle, and D&O; coordination where relevant), including renewals, claims, and documentation
- Track important dates, renewals, and compliance deadlines
- Handle personal and professional errands and administrative tasks as needed, with strict confidentiality

Stakeholder Management and Follow-up

- Act as the first point of contact for board members, investors, clients, partners, and senior leadership




- Track action items from meetings and follow up with owners until closure
- Maintain a running log of commitments, deadlines, and pending decisions
- Draft and review emails, correspondence, and communications on the CEO's behalf

Operations and Support

- Assist with board and leadership meeting preparation, including minutes and follow-through
- Prepare reports, presentations, and expense summaries
- Manage confidential documents and sensitive information
- Support special projects and cross-functional initiatives as assigned

Qualifications

- Bachelor's degree in any discipline
- 5-8 years of experience as an Executive Assistant, ideally supporting a CEO or C-suite leader
- Exceptional written and verbal communication skills
- Advanced proficiency with Google Workspace or Microsoft Office, calendar tools, and travel booking platforms
- Robust working knowledge of travel planning and basic insurance administration
- Excellent organizational skills with the ability to manage multiple priorities and tight deadlines

Key Competencies

- Discretion and integrity: Trusted with confidential information
- Proactivity: Anticipates needs and solves problems before they escalate
- Judgment: Knows when to act independently and when to escalate
- Professional presence: Represents the CEO well with senior stakeholders
- Resilience: Stays composed in a fast-paced environment

Pay: ₹1,000,000.00 - ₹1,800,000.00 per year

Work Location: In person

📌 Executive Assistant to the CEO (Mumbai)
🏢 Kaleidostrat
📍 Mumbai