Executive Assistant

ShepHertz Technologies; Gurugram District; On-site; INR 1,800,000 - 3,000,000; Full time

Job summary

ShepHertz Technologies seeks an organized, proactive Executive Assistant to support the CEO with high ownership and discretion. The role goes beyond calendar management, coordinating with leadership, clients, and partners to ensure priorities are aligned and actions completed on time.

Ideal candidate works well in a fast-paced environment, handles confidential information, and manages multiple priorities with minimal direction while maintaining professionalism and focus on results.

Qualifications

• 10–12 years of experience supporting a CEO/MD/Senior Leadership.
• Strong calendar management, meeting coordination, follow-ups, MIS, reporting, and executive communication.
• Excellent written and verbal communication skills.
• Proficiency in MS Office suite and collaboration tools.

Responsibilities

• Manage CEO calendar, meetings, travel, and day-to-day priorities.
• Prepare agendas, briefing notes, presentations, and reports for leadership reviews.
• Coordinate with leadership and stakeholders on critical business initiatives.
• Track commitments, decisions, and actions from meetings with timely closure.
• Support CEO with client discussions, management presentations, and travel planning.

Skills

Calendar management

Meeting coordination

MIS & reporting

Executive communication

MS Office suite

Stakeholder management

Discretion & confidentiality

Independent judgment

Education

Bachelor's degree

Tools

MS Excel

PowerPoint

Word

Outlook

MS Teams

SharePoint

Job description

We are looking for a highly organised, proactive, and business-oriented Executive Assistant to the CEO who can operate with a high degree of ownership, discretion, and urgency.

This is a high-impact role that goes beyond calendar management and administrative support. The EA will work closely with the CEO, leadership team, clients, partners, and internal stakeholders to ensure priorities are well coordinated, decisions are followed through, and critical actions are completed on time.

The ideal candidate should be comfortable working in a fast-paced environment, handling confidential information, managing multiple priorities, and proactively identifying what needs to be done without constant direction.

Key Responsibilities

CEO Support & Executive Coordination

• Manage the CEO’s calendar, meetings, appointments, travel, and day-to-day priorities.
• Prepare meeting agendas, briefing notes, presentations, reports, and other executive documents.
• Ensure the CEO is well prepared for important internal and external meetings.
• Coordinate with leadership and key stakeholders on behalf of the CEO.
• Track commitments, decisions, and action items arising from meetings and ensure timely closure.

Business & Leadership Coordination

• Act as a central point of coordination between the CEO and internal/external stakeholders.
• Follow up with leadership teams on critical business initiatives, deliverables, and deadlines.
• Maintain an effective action tracker/MIS
• Support the CEO in preparing business reviews, leadership meetings, client discussions, and management presentations.
• Coordinate cross-functional activities involving HR, Recruitment, Finance, Operations, Sales, Delivery, and other teams.

Communication & Stakeholder Management

• Draft and manage professional emails, communications, presentations, and official correspondence on behalf of the CEO.
• Coordinate with clients, partners, vendors, senior executives, and other external stakeholders.
• Handle sensitive and confidential information with complete discretion.
• Ensure timely communication and follow-up on important requests and decisions.

Meetings & Follow-ups

• Schedule and coordinate leadership and client meetings across multiple time zones when required.
• Prepare meeting agendas and capture key decisions/action items.
• Maintain a structured tracker for pending actions and follow up with respective owners.
• Highlight delays, risks, dependencies, and critical items to the CEO proactively.

Travel & Event Management

• Manage domestic and international travel arrangements, itineraries, accommodation, and logistics.
• Coordinate executive visits, client meetings, conferences, and business events.
• Ensure all travel and meeting logistics are planned well in advance.

Reporting & Documentation

• Prepare and maintain daily/weekly/monthly MIS and executive dashboards.
• Consolidate information from different teams and present it in a clear, management-ready format.
• Maintain organized records of important documents, presentations, reports, and correspondence.
• Support preparation of management reviews and business performance reports.

Required Skills & Experience

• 10–12 years of experience as an Executive Assistant, Executive Secretary, Business Coordinator, Management Office, or similar role supporting a CEO/MD/Founder/Senior Leadership.
• Strong experience in calendar management, meeting coordination, follow-ups, MIS, reporting, and executive communication.
• Excellent written and verbal communication skills.
• Strong command of MS Excel, PowerPoint, Word, Outlook, and collaboration tools.
• Excellent organizational and time-management skills.
• Ability to manage multiple priorities in a high-pressure and fast-paced environment.
• Strong follow-up and stakeholder-management skills.
• High level of professionalism, maturity, confidentiality, and discretion.
• Strong attention to detail with the ability to identify gaps and proactively resolve issues.
• Ability to work independently and make sound judgments within defined boundaries.

Preferred Skills

• Experience in a technology/IT services, consulting, or fast-growing organisation.
• Exposure to working with CXOs, leadership teams, enterprise clients, or international stakeholders.
• Strong analytical and presentation skills.
• Experience in preparing MIS, dashboards, management reports, and business presentations.
• Familiarity with tools such as Microsoft 365, Teams, SharePoint, PowerPoint, Excel, and project/task management tools.