Position Overview

The Executive Assistant will provide comprehensive secretarial and administrative support to the CEO, ensuring the smooth and efficient functioning of the CEOs office. The role involves managing the CEO’s calendar, correspondence, meetings, travel arrangements and day-to-day coordination with internal and external stakeholders. It requires a highly organized, proactive and tech-savvy professional with excellent communication skills, robust attention to detail, sound judgement and the ability to handle confidential matters with discretion. The candidate should be proficient in MS Office and digital productivity tools, and capable of leveraging technology to streamline administrative workflows and enhance operational efficiency.

Key Responsibilities

1. Executive & Secretarial Support

- Manage the CEO’s calendar, schedule appointments and coordinate meetings with internal and external stakeholders.
- Handle incoming calls, emails, correspondence and other communications on behalf of the CEO.
- Draft, proofread and format letters, emails, presentations, meeting notes and other official documents.
- Maintain an organised filing system for important documents, records and correspondence.
- Screen and prioritise requests for the CEO’s time and attention.
- Leverage digital tools for efficient calendar management, correspondence and document management.

2. Meeting & Coordination Management

- Coordinate meetings, prepare agendas and collate relevant background documents and briefing material.
- Record minutes of meetings,



track action points and follow up with concerned stakeholders for timely closure.
- Coordinate with various departments, faculty members, institutional representatives and external stakeholders.
- Ensure smooth arrangements for meetings, conferences and official engagements.
- Coordinate virtual and hybrid meetings using platforms such as MS Teams, Zoom and Google Meet.

3. Travel & Logistics Management

- Plan and coordinate domestic and international travel, including flight bookings, accommodation, local transportation and itineraries.
- Manage travel schedules, reimbursements and related documentation.
- Coordinate logistics for the CEO’s official visits, events and engagements.

4. Office Administration & Follow-through

- Maintain records, confidential documents and important communications.
- Track pending approvals, submissions and important deadlines requiring the CEO’s attention.
- Support administrative processes, expense statements and reimbursement claims.
- Ensure timely dissemination of information and smooth coordination between the CEO’s office and relevant teams.

5. Stakeholder Management





- Act as the primary coordination point for individuals seeking appointments or interacting with the CEO’s office.
- Liaise professionally with senior leadership, faculty, alumni, donors, corporate representatives and other institutional stakeholders.
- Handle sensitive information and confidential matters with maturity and discretion.

Qualifications & Experience

- Graduate degree in any discipline; postgraduate qualification would be an advantage.
- 5–8 years of experience in executive assistance, secretarial support or administrative coordination, preferably supporting a CEO, Director, CXO or senior leadership professional.
- Prior experience in an educational institution, corporate office, foundation or reputed organisation would be desirable.

Desired Competencies

- Excellent verbal and written communication skills.
- Strong organisational, planning and time-management abilities.
- Tech-savvy, with proficiency in MS Office (particularly Outlook, Word, Excel and PowerPoint), digital collaboration platforms and AI-enabled productivity tools.
- Comfortable adopting new digital tools to improve administrative efficiency and workflow management.
- Ability to manage multiple priorities and work with tight timelines.
- High degree of professionalism, discretion and confidentiality.
- Strong interpersonal skills and the ability to interact with senior stakeholders.
- Attention to detail, responsiveness and a service-oriented approach.
- Ability to work independently and anticipate administrative requirements.

📌 Executive Assistant To Chief Executive Officer (Mumbai)
🏢 Epitome
📍 Mumbai