Executive Assistant

WebBee Global; Dadri; On-site; INR 800,000 - 1,400,000; Full time

Job summary

WebBee eSolutions Pvt Ltd. is seeking a highly organized Executive Assistant to act as an operational extension of the Founder, managing multiple priorities and coordinating across departments to ensure timely execution of meetings and decisions.

The ideal candidate will demonstrate professional maturity, discretion, and excellent communication in a fast-paced technology and services environment. Female candidates are preferred and women returning to work are encouraged to apply.

Qualifications

• Minimum 6 years of relevant experience as an Executive Assistant to Founder/CEO/senior leadership.
• Female candidates are preferred for this position.
• Experience in IT services, consulting, or client-facing services is desirable.
• Experience managing executive calendars, meetings, priorities, follow-ups, and confidential communications.
• Ability to multitask and meet tight deadlines with accuracy.
• Bachelor's degree required; MBA or business/operations background preferred.

Responsibilities

• Manage Founder's calendar, appointments, and daily priorities.
• Coordinate internal and external meetings and prepare agendas/MOMs.
• Track action items and follow up with stakeholders until closure.
• Filter and prioritise communications for the Founder.
• Handle confidential information with professionalism and discretion.
• Coordinate across Product, Sales, Marketing, HR, and Operations.
• Maintain dashboards, trackers, and reports for leadership reviews.
• Support travel planning, vendor coordination, and office administration.
• Draft professional emails, presentations, and internal communications.

Skills

Executive support

Calendar management

Meeting coordination

Communication

Discretion

Education

Bachelor's degree

MBA preferred

Tools

Google Workspace

Microsoft Excel

PowerPoint

ChatGPT

Job description

We are seeking a highly organized and proactive Executive Assistant who can act as an operational extension of the Founder, manage multiple priorities, coordinate across departments, and ensure that meetings and decisions translate into timely execution.

The ideal candidate will demonstrate professional maturity, discretion, excellent communication skills, and the ability to work independently in a fast-paced technology and services environment.

Female candidates are preferred for this position. Women returning to work after a career break are also encouraged to apply.

Key Requirements (Must-Have)

• Experience: Minimum 6 years of relevant experience as an Executive Assistant to a Founder, CEO, MD, Director, or senior leadership.
• Candidate Preference: Female candidates are preferred for this position.
• Career Returners: Women returning to work after a career break are encouraged to apply, provided they meet the role's experience and skill requirements.
• Industry Experience: Proven experience in IT services, consulting, or a similar client-facing services business.
• Executive Support: Experience managing executive calendars, meetings, priorities, follow-ups, and confidential communications.
• Multitasking: Ability to handle multiple priorities and tight deadlines without compromising accuracy.
• Professional Maturity: Calm, composed, discreet, and capable of exercising sound judgment when dealing with senior leadership, clients, and partners.
• Confidentiality: High integrity when handling sensitive business and employee information.
• Communication: Excellent verbal and written communication skills.
• Education: Bachelor's degree required; an MBA or a business/operations background is preferred.

Key Responsibilities

1. Founder & Executive Support

• Manage the Founder's calendar, appointments, meetings, and daily priorities.
• Coordinate internal and external meetings.
• Prepare meeting agendas and Minutes of Meeting (MOMs).
• Track action items and follow up with stakeholders until closure.
• Filter and prioritise communications for the Founder.
• Handle confidential information with professionalism and discretion.

2. Business Coordination & Execution

• Coordinate across Product, Sales, Marketing, HR, and Operations.
• Track project timelines, deliverables, and pending actions.
• Maintain dashboards, trackers, and reports for leadership reviews.
• Ensure alignment between leadership decisions and departmental execution.
• Assist with strategic initiatives and special projects.

3. Administrative & Operational Support

• Manage travel planning, itineraries, bookings, and logistics.
• Handle vendor coordination and office administration.
• Organize documents, reports, presentations, and business records.
• Support events, webinars, leadership meetings, and client visits.
• Ensure the smooth day-to-day functioning of the Founder's Office.

4. Communication & Documentation

• Draft professional emails, presentations, reports, and internal communications.
• Maintain meeting records and business documentation.
• Coordinate professionally with clients, partners, and leadership teams.
• Prepare executive summaries, status reports, and briefing notes.

Tools & Technology

Candidates should be comfortable using, or willing to learn, the following tools:

• Google Workspace
• Microsoft Excel and PowerPoint
• ChatGPT and other AI productivity tools

Position Summary

We are seeking a highly organized and proactive Executive Assistant who can act as an operational extension of the Founder, manage multiple priorities, coordinate across departments, and ensure that meetings and decisions translate into timely execution.

The ideal candidate will demonstrate professional maturity, discretion, excellent communication skills, and the ability to work independently in a fast-paced technology and services environment.

Female candidates are preferred for this position. Women returning to work after a career break are also encouraged to apply.

Requirements

Key Requirements (Must-Have)

• Experience: Minimum 6 years of relevant experience as an Executive Assistant to a Founder, CEO, MD, Director, or senior leadership.
• Candidate Preference: Female candidates are preferred for this position.
• Career Returners: Women returning to work after a career break are encouraged to apply, provided they meet the role's experience and skill requirements.
• Industry Experience: Proven experience in IT services, consulting, or a similar client-facing services business.
• Executive Support: Experience managing executive calendars, meetings, priorities, follow-ups, and confidential communications.
• Multitasking: Ability to handle multiple priorities and tight deadlines without compromising accuracy.
• Professional Maturity: Calm, composed, discreet, and capable of exercising sound judgment when dealing with senior leadership, clients, and partners.
• Confidentiality: High integrity when handling sensitive business and employee information.
• Communication: Excellent verbal and written communication skills.
• Education: Bachelor's degree required; an MBA or a business/operations background is preferred.

Key Responsibilities

1. Founder & Executive Support

• Manage the Founder's calendar, appointments, meetings, and daily priorities.
• Coordinate internal and external meetings.
• Prepare meeting agendas and Minutes of Meeting (MOMs).
• Track action items and follow up with stakeholders until closure.
• Filter and prioritise communications for the Founder.
• Handle confidential information with professionalism and discretion.

2. Business Coordination & Execution

• Coordinate across Product, Sales, Marketing, HR, and Operations.
• Track project timelines, deliverables, and pending actions.
• Maintain dashboards, trackers, and reports for leadership reviews.
• Ensure alignment between leadership decisions and departmental execution.
• Assist with strategic initiatives and special projects.

3. Administrative & Operational Support

• Manage travel planning, itineraries, bookings, and logistics.
• Handle vendor coordination and office administration.
• Organize documents, reports, presentations, and business records.
• Support events, webinars, leadership meetings, and client visits.
• Ensure the smooth day-to-day functioning of the Founder's Office.

4. Communication & Documentation

• Draft professional emails, presentations, reports, and internal communications.
• Maintain meeting records and business documentation.
• Coordinate professionally with clients, partners, and leadership teams.
• Prepare executive summaries, status reports, and briefing notes.

Tools & Technology

Candidates should be comfortable using, or willing to learn, the following tools:

• Google Workspace
• Microsoft Excel and PowerPoint
• ChatGPT and other AI productivity tools

Ideal Candidate Profile

The ideal candidate will be:

• Disciplined, highly responsive, and dependable.
• Proactive, execution-oriented, and accountable.
• Strong at follow-through and anticipating potential issues.
• Calm and composed under pressure.
• Capable of working independently without constant supervision.
• Comfortable managing sensitive information and executive priorities.
• Effective at coordinating people, projects, and deadlines across departments.