Executive Assistant to CEO

Executive Assistant to the CEO

Location - Thiruvanathapuram

Experience – 5 to 10 yrs

Employment Type- Full time

About the Role

We are seeking a highly organized, proactive, and
execution-focused Executive Assistant to the CEO to provide strategic
and operational support to the Chief Executive Officer. This role is critical
in maximizing the CEO's effectiveness by managing executive priorities,
streamlining operations, coordinating strategic initiatives, and ensuring
flawless execution of schedules, meetings, travel, and follow-ups.

The ideal candidate is an experienced executive support
professional who demonstrates exceptional planning, business communication,
stakeholder management, and the ability to anticipate executive needs in a
fast-paced, high-growth environment.

Key Responsibilities

Executive Calendar & Time Management

• Own
  and manage the CEO's calendar, appointments, and scheduling.
  
• Prioritize
  meetings based on business impact and strategic importance.
  
• Ensure
  all meetings have clear agendas, objectives, and required documentation.
  
• Protect
  the CEO's time by minimizing scheduling conflicts and unnecessary
  interruptions.
  
• Maintain
  adequate preparation and travel buffers between engagements.
  

Executive Travel Management

• Plan
  and coordinate domestic and international business travel.
  
• Manage
  flight bookings, accommodation, visas, local transportation, and meeting
  logistics.
  
• Prepare
  comprehensive travel itineraries with contingency plans.
  
• Ensure
  seamless travel execution with zero planning-related disruptions.
  

Meeting Management & Action Tracking

• Prepare
  executive briefing notes before meetings.
  
• Attend
  key meetings as required and document discussions.
  
• Capture
  action items, assign ownership, and track progress until completion.
  
• Proactively
  follow up with stakeholders and escalate delays when necessary.
  

CEO Productivity & Executive Support

• Manage
  executive correspondence, emails, calls, and meeting requests.
  
• Coordinate
  approvals, documentation, and business communications.
  
• Organize
  information to support quick and informed decision-making.
  
• Identify
  opportunities to improve executive efficiency and save at least 15 hours
  of CEO time per week.
  

Strategic Coordination

Coordinate and support cross-functional initiatives related
to:

• Sales
  and strategic customer engagements
  
• Business
  partnerships and government initiatives
  
• Product
  launches and executive reviews
  
• Leadership
  meetings and quarterly business reviews
  
• Investor,
  board, and executive presentations
  

Executive Communication

• Draft
  professional emails, presentations, reports, and executive communications.
  
• Coordinate
  timely responses to customers, partners, and key stakeholders.
  
• Maintain
  strict confidentiality while handling sensitive business information.
  

Operational Excellence

• Monitor
  organization-wide executive priorities and deadlines.
  
• Ensure
  CEO commitments are delivered on time.
  
• Resolve
  coordination issues proactively before they impact business operations.
  
• Maintain
  executive dashboards, priority trackers, and pending decision reports.
  

Key Performance Indicators (KPIs)

• Zero
  scheduling conflicts
  
• 99%
  on-time executive meetings
  
• Zero
  travel disruptions due to planning failures
  
• 100%
  tracking and follow-up of CEO action items
  
• 95%
  completion of executive tasks before deadlines
  
• Save
  a minimum of 15 hours of CEO time per week
  
• Daily
  executive briefing delivered before the start of the workday
  
• Weekly
  executive dashboard covering priorities, risks, pending decisions, and
  follow-ups
  

Required Qualifications

• Bachelor's
  degree in Business Administration, Management, Commerce, or a related
  discipline.
  
• MBA
  or Executive Assistant certification is an added advantage.
  
• 5–10
  years of experience as an Executive Assistant, Executive Coordinator,
  Chief of Staff (Junior), or in a similar executive support role.
  
• Minimum
  3 years of experience supporting C-level executives such as CEO, Founder,
  COO, or Managing Director.
  
• Proven
  experience managing complex executive calendars, business travel, and
  high-priority meetings.
  
• Experience
  working in technology, healthcare, startups, consulting, or corporate
  environments is preferred.
  

Required Skills & Competencies

• Exceptional
  planning and organizational skills
  
• Strong
  written and verbal communication skills in English
  
• Malayalam
  language proficiency is preferred
  
• Excellent
  stakeholder management and interpersonal skills
  
• Strong
  attention to detail and execution capability
  
• High
  level of professionalism, integrity, and confidentiality
  
• Ability
  to multitask and perform under pressure
  
• Strong
  problem-solving and decision-making skills
  
• Proactive,
  ownership-driven mindset with the ability to anticipate executive needs
  

Technical Skills

• Microsoft
  Office 365 (Word, Excel, PowerPoint, Outlook)
  
• Google
  Workspace
  
• Microsoft
  Teams and Zoom
  
• Project
  management tools such as ClickUp, Asana, Monday.com, or Jira
  
• AI
  productivity tools including ChatGPT, Microsoft Copilot, Gemini, or Notion
  AI
  

Preferred Experience

Candidates with experience supporting founders or CXOs in
high-growth startups, healthcare, technology, SaaS, consulting, or
innovation-driven organizations will be preferred.