Executive Assistant

Keka Inc.; Ahmedabad District; On-site; INR 600,000 - 900,000; Full time

Job summary

Keka Inc. is seeking an Executive Assistant to support the US President of our design and development agency. The role goes beyond traditional admin work, handling calendar, email, meetings, and cross‑team coordination across global teams.

You will exercise discretion, judgment, and ownership to ensure priorities are met and no task falls through the cracks. The ideal candidate brings 5+ years of senior administrative experience, strong communication, confidentiality, and the ability to work

Qualifications

• 5+ years of experience in an executive assistant or senior administrative role.
• Experience in web design, digital, technology, or service industry is advantageous.
• Strong proficiency in CRM software and MS Office/Google Workspace.

Responsibilities

• Manage the President’s calendar end-to-end, including scheduling and conflicts.
• Monitor and manage the President’s email inbox and delegate communications.
• Prepare meeting agendas, take notes, and document decisions and action items.
• Maintain organized systems for documents and records; assist with reports and presentations.
• Update and maintain CRM data; track follow-ups and deadlines.
• Identify urgent tasks and conflicts; communicate with senior leadership as needed.
• Handle confidential information with discretion and professional maturity.

Skills

CRM software

MS Office / Google Workspace

organizational skills

time management

communication

discretion

judgment / decision making

independent work

Tools

Notion

Slack

Trello

Job description

We are looking for an Executive Assistant to support the US President of our design and development agency. This role goes beyond traditional administrative support. You will be responsible for managing the President’s time, communication, priorities, meetings, and day-to-day administrative operations while helping ensure smooth coordination across global teams. The ideal candidate will have strong judgment, organization, communication, discretion, and follow-through. You should be comfortable anticipating needs, making decisions independently, and ensuring important tasks never fall through the cracks.

This role is ideal for someone who:

• Brings structure and organization to a fast-moving schedule
• Can make sound decisions on behalf of a senior leader
• Anticipates needs instead of waiting for instructions
• Can manage sensitive and confidential information with discretion
• Takes ownership and follows through without constant supervision
• Enjoys making a leader’s day-to-day work more efficient

Key Responsibilities

1. Calendar Management

• Manage the President’s calendar end-to-end, including scheduling, rescheduling, and resolving conflicts
• Plan and coordinate daily and weekly schedules
• Prioritize meeting requests and protect the President’s focus time
• Evaluate meeting requests and push back diplomatically when appropriate

2. Inbox & Communication Management

• Monitor and manage the President’s email inbox
• Prioritize, respond to, and delegate communications as required
• Draft and review emails on behalf of the President while maintaining their tone and professionalism
• Organize communication threads and ensure important matters receive timely follow-up
• Maintain confidentiality and professionalism in all correspondence

3. Meeting Support

• Prepare meeting agendas and supporting materials
• Take comprehensive meeting notes
• Document key decisions and action items
• Assign clear owners and deadlines to follow-up tasks
• Follow up on pending action items and commitments

4. Documentation & Organization

• Maintain an organized system for company documents and records
• Prepare, edit, format, and proofread reports, presentations, and business documents
• Ensure important information and documentation are easily accessible

5. CRM & Data Management

• Maintain and update internal CRM systems accurately
• Ensure data is organized and up to date
• Track follow-ups and action items
• Maintain data accuracy and integrity

6. Task Prioritization & Problem-Solving

• Identify and prioritize urgent and important tasks
• Anticipate upcoming needs, deadlines, recurring commitments, and travel requirements
• Identify potential issues before they become larger problems
• Resolve routine issues independently where appropriate
• Proactively flag risks, scheduling conflicts, and important commitments

7. Confidentiality & Discretion

• Handle sensitive business, financial, and personnel information with complete confidentiality
• Exercise sound judgment when deciding what to:
  • Handle independently
  • Escalate to the President
  • Keep confidential
• Maintain a high level of professionalism when dealing with sensitive matters

Who Will Thrive in This Role?

You will be a strong fit if you:

• Can bring order and structure to a fast-moving environment
• Understand what a leader needs, beyond simply following instructions
• Are comfortable making judgment calls independently
• Have strong discretion and professional maturity
• Take ownership of commitments and follow through consistently
• Communicate clearly and professionally
• Are comfortable interacting with senior leadership and global teams
• Can work independently without requiring constant supervision

Qualifications & Skills

Experience

• 5+ years of experience as an Executive Assistant or in a similar senior administrative role
• Experience in the web design, digital, technology, or service industry is an advantage

Must-Have Skills

• Strong proficiency in CRM software
• Proficiency in MS Office Suite / Google Workspace
• Excellent organizational and multitasking skills
• Strong time-management abilities
• Excellent verbal and written communication
• High attention to detail
• Strong follow-through and ownership
• Ability to handle confidential information with discretion
• Strong judgment and decision-making abilities
• Ability to work independently with minimal supervision

Tools & Platforms

• CRM software
• Microsoft Office Suite / Google Workspace
• Project collaboration tools such as:
  • Notion
  • Slack
  • Trello
  • Similar platforms

Nice to Have

• Experience working remotely with international teams
• Experience coordinating across multiple time zones
• Experience supporting C-level executives or senior leadership
• Experience in a web design, digital, technology, or service-based organization
• Familiarity with project management and collaboration tools

What This Role Offers

• A high-trust, high-visibility role working directly with the US President
• Significant ownership over leadership’s time, communication, and priorities
• Direct exposure to the operations of a growing global company
• Opportunity to work closely with senior leadership
• Potential to grow into broader executive support or operations responsibilities