EA to CEO

TechOrbit Solutions Private Limited; Pune District; On-site; INR 900,000 - 1,200,000; Full time

Job summary

TechOrbit Solutions Private Limited is seeking an experienced Executive Assistant/Operations Coordinator to support the CEO. The role requires keeping calm under pressure, coordinating CEO-directed initiatives across TechOrbit's business units, and ensuring efficient meeting documentation and follow-up.

Responsibilities include taking MOMs, tracking actions, preparing daily CEO briefs, and managing calendars, travel, and communications while maintaining strict confidentiality.

Qualifications

• Graduate in any discipline; MBA/PG in Business Administration or Operations preferred.
• 4–8 years as Executive Assistant, PA or Business Operations coordinator; 2+ years supporting a CEO/CXO; IT services background a strong plus.
• Fast, accurate note-taking and crisp business English; disciplined follow-up that closes items without reminders.
• Advanced Excel, PowerPoint and Outlook/Teams; Zoho or similar CRM/PM tools; familiarity with AI note-takers a plus.
• Confident with senior stakeholders; understands IT services operations (projects, billing, hiring, sales pipeline). Hindi/Marathi preferred.

Responsibilities

• Minutes of Meeting: Attend CEO meetings and circulate structured MOMs within 24 hours, with owner and due date for every action; maintain a searchable MOM repository.
• Tracking previous calls: Run a master action tracker for all CEO meetings; follow up with owners and escalated overdue items. Prepare a one-page brief before repeat meetings covering last discussion, decisions and open actions.
• Updates and reporting: Prepare a daily CEO brief and a weekly cross-BU status summary; collate inputs and decks for leadership, Weekly/ Monthly / Quarterly reviews; track CEO-flagged items such as escalations and payment follow-ups.
• Operations coordination: Drive the CEO office rhythm (weekly leadership meetings, monthly business reviews, quarterly planning); track approvals and documents pending CEO sign-off; improve workflows using Zoho, MS Office and AI note-taking tools ( TEAMS Copilot )
• Calendar, travel and communication: Manage the CEO's calendar and priorities, plan travel and expenses, screen calls and emails, draft correspondence and coordinate visitor and customer meetings.
• Confidentiality: Handle sensitive business, financial and people information with complete discretion.

Skills

Note-taking

Stakeholder management

MS Excel

PowerPoint

Outlook/Teams

CRM/PM tools (Zoho)

AI note-taking tools

Discretion

Business English

Education

MBA or PG in Business Administration or Operations

Graduate in any discipline

Tools

Zoho

MS Office

Job description

The ideal candidate for this position will excel if they can keep their calm in a high pressure environment coordinating the logistics of the CEO of the company. The candidate should have some relevant experience to the role that highlights their capability to conduct all administrative work, making sure the CEO's operations run smoothly. Thus, the candidate should be detail oriented and a creative problem solver.

The CEO's operational right hand: capturing every meeting decision, tracking every action to closure and keeping the CEO briefed before each call, while coordinating CEO-directed initiatives across TechOrbit's business units (SAP, OpenText, Salesforce, Staffing and others).

Key Responsibilities:

• Minutes of Meeting: Attend CEO meetings (internal, customer, partner, leadership) and circulate structured MOMs within 24 hours, with owner and due date for every action; maintain a searchable MOM repository.
• Tracking previous calls: Run a master action tracker for all CEO meetings; follow up with owners and escalated overdue items. Prepare a one-page brief before repeat meetings covering last discussion, decisions and open actions.
• Updates and reporting: Prepare a daily CEO brief and a weekly cross-BU status summary; collate inputs and decks for leadership, Weekly/ Monthly / Quarterly reviews; track CEO-flagged items such as escalations and payment follow-ups.
• Operations coordination: Drive the CEO office rhythm (weekly leadership meetings, monthly business reviews, quarterly planning); track approvals and documents pending CEO sign-off; improve workflows using Zoho, MS Office and AI note-taking tools ( TEAMS Copilot )
• Calendar, travel and communication: Manage the CEO's calendar and priorities, plan travel and expenses, screen calls and emails, draft correspondence and coordinate visitor and customer meetings.
• Confidentiality: Handle sensitive business, financial and people information with complete discretion.

Qualifications

• Graduate in any discipline; MBA/PG in Business Administration or Operations preferred.
• 4–8 years as Executive Assistant, PA or Business Operations coordinator, including 2+ years supporting a CEO, MD, Founder or CXO; IT services background a strong plus.
• Fast, accurate note-taking and crisp business English; disciplined follow-up that closes items without reminders.
• Advanced Excel, PowerPoint and Outlook/Teams; Zoho or similar CRM/PM tools; familiarity with AI note-takers a plus.
• Confident with senior stakeholders; understands IT services operations (projects, billing, hiring, sales pipeline). English essential; Hindi/Marathi preferred.