Executive Assistant (EA) to CEO

Promact Infotech Pvt. Ltd.; Vadodara; On-site; INR 400,000 - 800,000; Full time

Job summary

Promact Infotech Private Limited Vadodara is seeking an organized Executive Assistant to support the CEO with daily coordination, calendars and internal communications. This role requires confidentiality, proactive task management, and strong document handling.

Responsibilities include scheduling, preparing minutes, leave and attendance tracking, travel arrangements, and maintaining dashboards. You will serve as a communication bridge between the CEO and teams, escalating delays when needed.

Qualifications

• Bachelor's degree in any field, with business management preferred.
• 2+ years of experience in executive assistant, coordination, administration or operations roles.
• Strong discretion and ability to handle confidential information.
• Excellent communication and organizational skills.

Responsibilities

• Manage day to day coordination and operational support for the CEO.
• Handle professional and selective personal coordination tasks for the CEO.
• Manage schedules, meetings, appointments, reminders and follow-ups.
• Coordinate communication between the CEO and internal teams.
• Ensure timely execution and closure of tasks assigned by the CEO.
• Maintain trackers, dashboards and status updates for operational activities.
• Coordinate leave management, attendance tracking and team availability records.
• Draft professional emails, reminders and internal communication.
• Prepare minutes of meeting and follow up on action items.
• Coordinate administrative activities, travel arrangements and operational requirements.
• Maintain confidentiality and professionalism while handling sensitive information.
• Ensure smooth communication and coordination across departments.
• Escalate delays, blockers or operational concerns to the CEO when required.

Skills

Executive Support

Calendar Management

Schedule Coordination

Meeting Coordination

Task Tracking

Follow-Up Management

Ops Coordination

Administration

Email Communication

Documentation

Confidentiality

Proactive Communication

Education

Bachelor's degree (any field)

Business management preferred

Tools

Google Workspace

Microsoft Office

MS Excel

MS Word

Reports & Dashboards

Job description

Promact Infotech Private Limited Vadodara 2 - 5 years Full Time Permanent 1 opening

Executive Assistant (EA) to CEO

We are looking for a highly organized and dependable Executive Assistant to work directly with the CEO. The role owns day to day coordination and operational support for the CEO, keeping schedules, meetings, trackers and follow-ups running smoothly, and acting as the communication bridge between the CEO and internal teams. It suits someone proactive and detail oriented who can handle sensitive information with complete confidentiality and keep tasks moving to closure without being chased.

Founded in 2003, Promact is a culturally unique software company prioritizing simplicity, transparency and client-centricity. Committed to top-notch products, we take full ownership of each project and maintain open-door policies for healthy employer-employee relationships. Promoting a fair work culture with a problem solving attitude, we emphasize quality through agile methodologies. Our initiatives, including crash courses and hackathons, create a diverse talent pool, fostering self-sufficient and competitive employees. As a pioneering company in Vadodara, we persistently invent new tools, upgrading skills and envision sharing more success stories in the future.

What you'll do

• Manage day to day coordination and operational support for the CEO
• Handle professional and selective personal coordination tasks for the CEO
• Manage schedules, meetings, appointments, reminders and follow-ups
• Coordinate communication between the CEO and internal teams
• Ensure timely execution and closure of tasks assigned by the CEO
• Maintain trackers, dashboards and status updates for operational activities
• Coordinate leave management, attendance tracking and team availability records
• Draft professional emails, reminders and internal communication
• Prepare minutes of meeting and follow up on action items
• Coordinate administrative activities, travel arrangements and operational requirements
• Maintain confidentiality and professionalism while handling sensitive information
• Ensure smooth communication and coordination across departments
• Escalate delays, blockers or operational concerns to the CEO when required

Skills & technologies

Must Have

15

Executive Support Calendar Management Schedule Coordination Meeting Coordination Task Tracking Follow-Up Management Operations Coordination Administration Google Workspace Microsoft Office MS Excel MS Word Report Maintenance Tracker Maintenance Documentation

Should Have

6

Senior Leadership Support Founders Office Support MOM Preparation Leave Management Attendance Coordination Internal Communication

Good to Have

6

What we’re looking for

• Bachelors degree in any field, with business management preferred
• 2+ years of experience in executive assistant, coordination, administration or operations related roles preferred

What you bring

Excellent communication and articulation skills

Strong ownership and execution mindset

High level of professionalism and confidentiality

Strong organizational and multitasking ability

Proactive follow-up and coordination skills

Detail oriented and disciplined work approach

Calm and solution oriented mindset under pressure

Ready to make an impact?

Join our team and work with people who care about building meaningful products and solving challenging problems.