Executive Assistant

The India Fitness Connect (TIFC); Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

The India Fitness Connect (TIFC) is seeking an Executive Assistant to the CEO to provide comprehensive executive and administrative support. The role involves managing the CEO’s calendar, travel, meetings, confidential communications, and strategic initiatives while coordinating with internal and external stakeholders.

You will drive follow-ups, prepare agendas, minutes, and MIS reports, and support decision-making with structured analyses.

Qualifications

• 48 years of experience as an Executive Assistant supporting CXOs, Directors, or CEOs.
• MBA or Postgraduate qualification preferred.
• Experience in handling executive calendars, travel management, presentations, MIS, and crossfunctional coordination.

Responsibilities

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Shadow the CEO to ensure seamless execution of priorities and day-to-day activities.
• Provide end-to-end executive and administrative support.
• Coordinate meetings, prepare agendas, record Minutes of Meeting (MoM), and track action items until closure.
• Prepare presentations and management reports for leadership meetings.

Skills

Calendar management

Stakeholder management

Executive support

Travel coordination

Communication

Education

MBA or postgraduate qualification

Tools

MS Office

Presentations

MIS reports

Job description

Role Summary

The Executive Assistant to the CEO will provide comprehensive executive and administrative support while ensuring seamless coordination across business functions. The role requires a highly organized, proactive, and detail-oriented professional capable of managing the CEO's calendar, travel, meetings, strategic initiatives, and confidential communications. The incumbent will act as a trusted partner to the CEO by driving follow-ups, coordinating with internal and external stakeholders, and supporting business decisionmaking.

Key Responsibilities

Executive Support & Coordination

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Accompany the CEO for client meetings, business reviews, site visits, vendor meetings, and industry events whenever required.
• Shadow the CEO to ensure seamless execution of priorities and day-to-day activities.
• Provide end-to-end executive and administrative support.
• Coordinate meetings, prepare agendas, record Minutes of Meeting (MoM), and track action items until closure.
• Ensure timely follow-ups on key business commitments and strategic initiatives.

Business Coordination

• Coordinate with customers, vendors, consultants, and internal departments for ongoing business activities.
• Liaise with Sales, Service, Finance, HR, Operations, Warehouse, and other departments to ensure smooth execution.
• Maintain effective communication across teams and ensure timely completion of assigned deliverables.
• Manage scheduling, reporting, documentation, and business communication through digital platforms.

Documentation & Communication

• Draft, edit, and proofread emails, reports, presentations, business proposals, and official correspondence.
• Maintain organized records, documentation, files, and MIS reports.
• Prepare presentations and management reports for leadership meetings.

Research & Decision Support

• Conduct research on market trends, competitors, vendors, customers, and business opportunities.
• Prepare executive summaries, reports, and analytical insights for management review.
• Provide structured recommendations to support strategic decision-making.

Reporting & MIS

• Executive summaries
• Performance tracking reports
• Expense reports
• MIS and dashboard reports
• Monitor project progress and provide regular status updates to the CEO.

Project Management

• Support execution of strategic projects and organizational initiatives.
• Drive cross-functional coordination to ensure timely completion of projects.
• Track deliverables, dependencies, and milestones across multiple assignments.
• Identify opportunities to improve operational efficiency and business processes.

Confidentiality & Professionalism

• Handle highly confidential business information with complete discretion.
• Ensure secure handling of sensitive documents, communications, and executive data.
• Maintain professionalism while interacting with senior leadership, clients, and external partners.

Problem Solving & Operational Support

• Anticipate potential challenges and proactively resolve issues.
• Handle dynamic priorities, urgent requests, and last-minute changes with flexibility.
• Provide decision-support inputs and business coordination whenever required.

Preferred Profile

• 48 years of experience as an Executive Assistant supporting CXOs, Directors, or CEOs.
• MBA or Postgraduate qualification preferred.
• Experience in handling executive calendars, travel management, presentations, MIS, and crossfunctional coordination.
• Exposure to project management and business operations will be an added advantage.