Executive Assistant

STEMZ Healthcare; Gurugram District; On-site; INR 900,000 - 1,500,000; Full time

Job summary

STEMZ Healthcare seeks a Personal Assistant to the CEO & MD to provide high-level executive support, analytics, and project coordination. The role partners with senior leaders to manage calendars, prepare reports, and coordinate with internal and external stakeholders.

Responsibilities include board materials, travel planning, confidential communications, and maintaining strategic dashboards to track OKRs and KPIs. Strong discretion and communication skills are essential.

Qualifications

• MBA or postgraduate qualification is mandatory.
• Bachelor's degree in Business Administration, Management, Finance or related field is required.
• 6–10 years of experience as an Executive Assistant, Personal Assistant or Chief of Staff supporting C-level executives.

Responsibilities

• Manage the CEO & MD's calendar, meetings, appointments and travel itineraries.
• Coordinate materials for board meetings, leadership reviews and investor calls.
• Handle confidential correspondence and draft communications.
• Serve as a point of contact for internal and external stakeholders.
• Track strategic projects with dashboards and RYG reviews.
• Coordinate with cross-functional teams to ensure timely execution of priorities.

Skills

Executive support

Stakeholder management

Analytical thinking

Project coordination

Time management

Discretion & confidentiality

Communication skills

Education

MBA or postgraduate qualification

Bachelor's degree in Business Administration/Management/Finance

Tools

MS Project

Asana

Trello

Power BI

Job description

Personal Assistant to CEO & MD

The Personal Assistant to the CEO & MD will provide executive support for leadership decision-making and business execution. The role combines executive assistance, analytical support, project coordination and stakeholder management.

The position will be responsible for calendar management, communications, travel and meeting coordination, while also supporting strategic initiatives, tracking key projects, preparing reports and coordinating with internal and external stakeholders.

Responsibilities

• Manage the CEO & MDs calendar, meetings, appointments and travel itineraries, ensuring effective time utilization and alignment with priorities.
• Coordinate and prepare materials for board meetings, leadership reviews, investor calls and high-priority presentations.
• Handle confidential correspondence, draft communications and follow up on action items.
• Serve as a point of contact for internal and external stakeholders.
• Track strategic projects and initiatives, maintaining project dashboards, status reports and Red-Yellow-Green (RYG) reviews.
• Coordinate with cross-functional teams to support timely execution of priorities and elevate risks or delays.
• Prepare Gantt charts, progress trackers and summary reports for leadership review.
• Support monitoring of OKRs, KPIs and business performance metrics across business units.
• Conduct research, data analysis and benchmarking to support strategic decision-making and business planning.
• Prepare presentations, briefing notes and executive summaries for internal and external audiences.
• Analyse business reports, financial summaries and operational dashboards to identify trends, risks and opportunities.
• Maintain a repository of key documents, reports and reference materials for access by the CEO & MD.
• Coordinate with senior leadership, business unit heads, board members, investors and external partners.
• Coordinate logistics for high-profile visits, events and corporate functions.
• Ensure communication between the CEO & MDs office and other departments, including follow-up on directives and action items.
• Maintain confidentiality and handle sensitive information with discretion.
• Plan and coordinate domestic and international travel, including visas, accommodation, ground transportation and meeting schedules.
• Prepare detailed travel briefs with itineraries, contact lists and background information for meetings and counterparts.
• Manage expense reporting and reconciliation for the CEO & MDs office.

Key Stakeholders

• CEO & MD
• Senior Leadership Team and Business Unit Heads
• Board Members and Investors
• External Partners, Consultants and Government Authorities
• HR, Finance, Legal and Communications teams

Qualifications and Experience

• MBA or postgraduate qualification from a top-tier institution is mandatory.
• Bachelors degree in Business Administration, Management, Finance or a related field is required.
• 6-10 years of experience as an Executive Assistant, Personal Assistant or Chief of Staff supporting C-level executives, including CEO, MD or equivalent.
• Proven experience supporting senior leadership in a fast-paced, multi-business or corporate environment.
• Strong analytical skills with the ability to interpret data, prepare reports and present insights clearly.
• Demonstrated project management experience, including tracking deliverables, coordinating cross-functional teams and maintaining project dashboards.
• Proficiency in Microsoft Office, including advanced Excel, PowerPoint and Word.
• Experience with project management tools such as MS Project, Asana or Trello.
• Experience with reporting platforms such as Power BI is highly desirable.
• Excellent written and verbal communication skills with strong attention to detail.
• High degree of professionalism, discretion and ability to handle confidential information.

Required Competencies

• Executive presence and stakeholder management
• Analytical thinking and problem-solving
• Project coordination and time management
• Communication and interpersonal skills
• Adaptability and ability to work under pressure
• Discretion and confidentiality
• Proactive and anticipatory support mindset
• Proficiency in technology and digital tools