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.