Executive Assistant

Dechcept; Surat; On-site; INR 95,000 - 128,000; Full time

Job summary

Dechcept in Surat, Gujarat is hiring an Executive Assistant to protect and multiply time by owning calendar, communications, travel, and meeting preparation for the CEO. You will be the single point of coordination between the CEO and stakeholders, ensuring nothing falls through the cracks and that CEO hours focus on high-impact work.

This entry-level role offers a clear growth path toward Chief of Staff or Client Servicing roles within the agency, with a strong emphasis on discretion,

Qualifications

• Ability to multitask and prioritise tasks.
• Well-developed organisational skills.
• Passionate about technology & Innovation.
• Great verbal and written communication skills.
• Professional discretion.
• Proactivelyanticipatethe needs of agency leadership and take initiative to address them.
• A "service first" attitude, finding joy in providing "white glove" service to others.
• Outstanding professionalism including a polished and professional demeanor.

Responsibilities

• Coordinate and manage complex schedules for CEO.
• Schedule and prioritize meetings, personal appointments, and events, ensuringoptimaltime management.
• Manage a balance of 75% business-related and 25% personal-related tasks.
• Document and organize CEO ideas tofacilitateeasy access and reference
• Assistin developing andmaintainingorganized processes and procedures
• Build agendas for meetings
• Take notes on high level meetings
• Act as a liaison between leadership and internal/external stakeholders.
• Draft and edit emails, correspondence, and other documents on behalf of executives.
• Handle CEO’s email by responding and prioritizing communications daily.
• Handle communication witha high levelof discretion and privacy.
• Plan and organize domestic and international travel, including flights, accommodations, and itineraries.
• Ensure travel plans align with business priorities andoptimizetime efficiency.
• Arrange and coordinate internal and external meetings, ensuring all necessary resources and materials are prepared.
• Attend meetings, takeaccurateminutes, and follow up on action items.
• Plan, budget, and find venues to host meetings,eventsand dinners.
• Assistin project management by tracking deadlines, milestones, and deliverables.
• Collaborate with team members across departments to ensure project-related tasks are completed efficiently.
• Build presentation decks and materials.
• Efficiently collect and review executive expense reports.
• Verify receipts and ensure compliance with company-related expenses.
• Process and reconcile expense reportsin a timely manner.
• Ensure that all charges areaccurateand accounted for and that no unauthorized or fraudulent charges were made.
• Collaborate with vendors to reconcile discrepancies and resolve issues.
• Negotiate favorable terms with vendors to optimize cost efficiency.
• Manage thelogisticsof personal and office needs, from food deliveries to office supplies.
• Coordinate with cleaners, maintenance personnel, and suppliers to ensure a well-functioning and vibrant workspace.
• Handle sensitive information with discretion andmaintaina high levelof confidentiality.

Skills

Multitasking

Time management

Communication

Discretion

Proactiveness

Customer service

Tech interest

Job description

Fresher | ₹10,000 | Full time | WFO | Surat, Gujarat

Job Overview

We are hiring an Executive Assistant whose work is to protect and multiply time. You will own calendar, communication flow, meeting preparation, follow-ups, travel, and the tracking of every commitment CEO makes or receives. You are the single point of coordination between CEO, and other Stakeholders. Success in this role looks like this: nothing falls through the cracks, every client feels consistently attended to, and CEO hours go only to work that requires personally. This role is a growth path toward Chief of Staff or Client Servicing and Operations roles within the agency.

Key Responsibilities

Calendar Management

• Coordinate and manage complex schedules for CEO.
• Schedule and prioritize meetings, personal appointments, and events, ensuringoptimaltime management.
• Manage a balance of 75% business-related and 25% personal-related tasks.

Documentation

• Document and organize CEO ideas tofacilitateeasy access and reference
• Assistin developing andmaintainingorganized processes and procedures
• Build agendas for meetings
• Take notes on high level meetings

Communication

• Act as a liaison between leadership and internal/external stakeholders.
• Draft and edit emails, correspondence, and other documents on behalf of executives.
• Handle CEO’s email by responding and prioritizing communications daily.
• Handle communication witha high levelof discretion and privacy.

Travel Arrangements

• Plan and organize domestic and international travel, including flights, accommodations, and itineraries.
• Ensure travel plans align with business priorities andoptimizetime efficiency.

Meeting Coordination

• Arrange and coordinate internal and external meetings, ensuring all necessary resources and materials are prepared.
• Attend meetings, takeaccurateminutes, and follow up on action items.
• Plan, budget, and find venues to host meetings,eventsand dinners.

Project Support

• Assistin project management by tracking deadlines, milestones, and deliverables.
• Collaborate with team members across departments to ensure project-related tasks are completed efficiently.
• Build presentation decks and materials.

Expense Management

• Efficiently collect and review executive expense reports.
• Verify receipts and ensure compliance with company-related expenses.
• Process and reconcile expense reportsin a timely manner.
• Ensure that all charges areaccurateand accounted for and that no unauthorized or fraudulent charges were made.
• Collaborate with vendors to reconcile discrepancies and resolve issues.
• Negotiate favorable terms with vendors to optimize cost efficiency.

Delivery and Maintenance Coordination

• Manage thelogisticsof personal and office needs, from food deliveries to office supplies.
• Coordinate with cleaners, maintenance personnel, and suppliers to ensure a well-functioning and vibrant workspace.

Confidentiality

• Handle sensitive information with discretion andmaintaina high levelof confidentiality.

Job Requirements

• Ability to multitask and prioritise tasks
• Well-developed organisational skills
• Passionate about technology & Innovation
• Great verbal and written communication skills
• Professional discretion
• Proactivelyanticipatethe needs of agency leadership and take initiative to address them.
• A \"service first\" attitude, finding joy in providing \"white glove\" service to others.
• Outstanding professionalism including a polished and professional demeanor.