Executive Assistant

Global Supply Axis; Delhi; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Global Supply Axis is seeking a proactive Executive Assistant to work closely with the CEO and Founder’s Office. The role covers email management, business research, presentations, and end-to-end travel coordination, ensuring timely decisions and follow-ups.

The ideal candidate will have excellent English communication, strong analytical and presentation skills, and the ability to work independently with minimal supervision to act as a trusted extension of the CEO.

Qualifications

• 2–5 years of experience as an Executive Assistant or similar role.
• Excellent written and spoken English with strong email drafting and professional communication skills.
• Strong proficiency in PowerPoint or Google Slides and Excel or Google Sheets.
• Ability to conduct company research, understand business models, and evaluate commercial opportunities.
• Strong presentation preparation and delivery skills.
• Experience managing executive calendars, business correspondence, travel, and accommodation.

Responsibilities

• Manage the CEO’s inbox, categorize emails by urgency and relevance, and draft professional responses.
• Research potential partners, vendors, and investors and prepare concise reports with recommendations.
• Prepare and deliver professional presentations for meetings with internal and external stakeholders.
• Coordinate with HR, Sales, Finance, Operations to track deliverables and decisions.
• Manage the CEO’s calendar across time zones and prepare briefing notes for meetings.
• Arrange travel and accommodation end-to-end, including itineraries and expense reporting.
• Maintain confidentiality and exercise independent judgment on routine matters.

Skills

English communication

Email drafting

Presentation skills

PowerPoint/Slides

Excel/Sheets

Calendar management

Independent work

Tools

PowerPoint

Excel

Job description

We are looking for a proactive, organized, and business-minded Executive Assistant to work closely with the CEO and support the Founder’s Office.

This role goes beyond traditional executive assistance. The candidate will manage the CEO’s communication, evaluate business opportunities, conduct company and market research, prepare and deliver presentations, coordinate business projects, manage end-to-end travel and accommodation, and ensure important decisions and follow-ups are executed on time.

The ideal candidate should have excellent communication skills, commercial awareness, strong analytical and presentation skills, and the ability to work independently with minimal supervision.

We are looking for someone who can act as a trusted extension of the CEO, exercise sound judgement, anticipate requirements, and take ownership of responsibilities rather than simply follow instructions.

Key Responsibilities:

1. CEO Email and Communication Management

• Manage and organise the CEO’s inbox, which may receive a high volume of daily emails.
• Categorise emails based on urgency, priority, business relevance, and action required.
• Identify important emails related to business partnerships, sales opportunities, vendors, investors, strategic collaborations, and other business enquiries.
• Draft and send professional email responses on behalf of the CEO within agreed approval limits.
• Understand the context of incoming emails and prepare thoughtful, relevant responses rather than generic replies.
• Research companies and individuals before responding to important business enquiries.
• Identify which emails can be handled independently and which require the CEO’s attention or approval.
• Maintain an inbox action tracker to ensure important correspondence receives timely responses and follow-ups.
• Escalate sensitive matters, commercial commitments, and critical decisions to the CEO.

2. Business Research and Partnership Evaluation

• Research potential business partners, distributors, vendors, investors, and strategic collaborators.
• Understand their business models, products, target customers, geographical presence, and market positioning.
• Analyse how potential partnerships could benefit the company through revenue growth, market expansion, sourcing, distribution, or operational efficiency.
• Evaluate incoming proposals and identify potential benefits, risks, commercial opportunities, and missing information.
• Prepare concise research reports with findings, recommendations, and suggested next steps.
• Coordinate with internal teams to assess the feasibility of proposed collaborations.
• Recommend whether an opportunity is worth pursuing and whether it requires the CEO’s involvement.
• Maintain a structured database of business enquiries, partnership opportunities, contacts, and follow-up actions.

3. Presentation Preparation and Delivery

• Prepare professional business presentations for the CEO, management meetings, clients, partners, and other stakeholders.
• Create company profiles, partnership proposals, business reviews, market research presentations, and management updates.
• Convert business data, research findings, and operational updates into clear, structured, and visually appealing presentations.
• Collect information from relevant teams and ensure the accuracy of data and supporting material.
• Present research findings, business updates, and recommendations to internal teams or external stakeholders when required.
• Deliver presentations confidently and explain key findings, business implications, and recommended actions.
• Tailor presentations to the audience and the objective of each meeting.

4. Founder’s Office and Business Operations

• Work closely with the CEO on business priorities, strategic initiatives, operational improvements, and special projects.
• Coordinate with HR, Sales, Finance, Operations, and other departments to ensure alignment and timely execution.
• Track key deliverables, deadlines, decisions, and action items arising from meetings.
• Maintain a decision log with clear owners, timelines, status updates, and next steps.
• Proactively identify delays, operational bottlenecks, and unresolved issues and work with relevant teams to address them.
• Conduct competitor research, industry analysis, and market research to identify new business opportunities.
• Prepare management reports, dashboards, briefing notes, and business updates.
• Take ownership of assigned projects and drive them to completion with minimal supervision.

5. Calendar and Executive Support

• Manage the CEO’s calendar, meetings, appointments, and scheduling priorities.
• Evaluate meeting requests based on business relevance, urgency, and the CEO’s priorities.
• Coordinate meetings with internal and external stakeholders across different time zones.
• Prepare meeting agendas, background research, briefing notes, and presentations before important discussions.
• Record meeting decisions and ensure agreed action items are completed.
• Anticipate the CEO’s requirements and proactively organise information and resources needed for upcoming commitments.
• Protect the CEO’s time by reducing unnecessary meetings and routine coordination.

6. Travel, Accommodation and Logistics Management

• Manage end-to-end domestic and international travel arrangements for the CEO.
• Research and book flights, hotels, serviced apartments, and other accommodation based on budget, convenience, and business requirements.
• Compare available options to ensure cost-effective and practical arrangements.
• Plan travel itineraries, airport transfers, local transportation, and meeting schedules.
• Coordinate visa applications, travel documentation, insurance, and other travel requirements where applicable.
• Prepare detailed itineraries with booking confirmations, addresses, contact details, meeting schedules, and emergency contacts.
• Handle rescheduling, cancellations, booking changes, and unexpected travel disruptions.
• Coordinate travel expenses, maintain booking records, and support expense reporting and reimbursements.

7. Stakeholder and Relationship Management

• Maintain professional relationships with business partners, vendors, investors, clients, and senior executives.
• Communicate professionally on behalf of the CEO with internal and external stakeholders.
• Follow up on discussions, proposals, commitments, and pending decisions.
• Ensure external stakeholders receive timely updates and a positive professional experience.
• Represent the CEO in designated meetings and discussions when authorized.

8. Process Improvement and Automation

• Identify repetitive administrative and communication tasks that can be streamlined through better workflows, templates, or automation.
• Develop systems to manage the CEO’s inbox, meeting actions, business contacts, travel details, and project follow-ups.
• Improve the organisation and accessibility of important documents and business information.
• Recommend practical ways to reduce manual work, improve coordination, and save the CEO’s time.

9. Confidentiality and Independent Decision-Making

• Handle sensitive business information, executive correspondence, financial information, and strategic discussions with strict confidentiality.
• Exercise sound judgement when drafting responses, managing stakeholder relationships, and representing the CEO.
• Take independent action on routine matters within agreed guidelines and approval limits.
• Recognise when a matter requires the CEO’s approval, escalation, or strategic direction.
• Anticipate requirements, identify potential issues early, and propose solutions rather than waiting for instructions.

Required Skills and Qualifications

• 2–5 years of experience as an Executive Assistant, Founder’s Office Associate, Business Operations Associate, or in a similar role.
• Excellent written and spoken English, with strong email drafting and professional communication skills.
• Strong proficiency in PowerPoint or Google Slides and Excel or Google Sheets.
• Ability to conduct company research, understand business models, and evaluate commercial opportunities.
• Strong presentation preparation and delivery skills.
• Experience managing executive calendars, business correspondence, domestic and international travel, and accommodation.
• Excellent organisational, analytical, and problem-solving abilities.
• Strong follow-up discipline and the ability to manage multiple priorities.
• High ownership, discretion, adaptability, and attention to detail.
• Ability to work independently in a fast-paced environment with minimal supervision.

Ideal Candidate Profile:

The ideal candidate will:

• Think independently and proactively rather than waiting for instructions for every task.
• Understand business context before drafting emails or recommending meetings.
• Distinguish between valuable business opportunities and irrelevant enquiries.
• Research unfamiliar companies and present clear, practical recommendations.
• Communicate confidently with senior executives and external stakeholders.
• Prepare professional presentations and explain findings clearly.
• Anticipate the CEO’s requirements and manage priorities effectively.
• Know when to act independently and when to seek approval.
• Demonstrate ownership, accountability, discretion, and a strong willingness to learn.