Executive Assistant (EA) To CEO & COO

Pinkvilla Media; Mumbai; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

Pinkvilla Media is seeking a highly organized Executive Assistant to support our CEO & COO. The role is the central coordination hub for top leadership, ensuring a seamless operational and administrative flow in a fast-growth media environment.

Responsibilities include calendar management across time zones, drafting executive communications, preparing presentations, coordinating travel, and steering ad-hoc strategic initiatives.

Qualifications

• 25 years of core experience as Executive Assistant, Personal Assistant, or Chief of Staff in a fast-paced corporate/media setting.
• Proven ability to manage sensitive information with confidentiality and discretion.
• Excellent written and verbal English communication, with persuasive writing skills.

Responsibilities

• Own and manage CEO and COO calendars across time zones and priorities.
• Draft and screen executive communications, memos, and internal announcements.
• Prepare presentations, briefings, and reports for leadership reviews and town halls.
• Coordinate travel, logistics, and expense reporting for top executives.
• Drive ad-hoc strategic projects and ensure CXO office operations run smoothly.

Skills

Google Workspace

MS Office Suite

English communication

Discretion

Stakeholder management

Job description

We are seeking a highly organized, dynamic, and forward-thinking Executive Assistant (EA) to support our CEO & COO. This critical role serves as the central coordination hub for our top leadership, ensuring seamless operational and administrative flow. The ideal candidate will possess sharp time-management capabilities, clear communication skills, and the proactive energy required to excel in a high-growth media workspace.

Role & responsibilities

1. Calendar Management & Scheduling

• Proactively own and manage the daily calendars of both the CEO and COO, balancing high-priority internal requirements with external client engagements.
• Schedule and coordinate complex cross-functional and leadership alignment meetings across multiple timezones or team structures.
• Structure meeting agendas, assemble prerequisite files, and capture action items for immediate follow-up.

2. Communication & Stakeholder Alignment

• Draft, screen, and manage daily executive communications, emails, memos, and internal announcements on behalf of the CXO office.
• Act as a reliable liaison between senior leadership, external brand partners, agencies, and internal department heads.
• Track project deliverables from internal stakeholders, ensuring deadlines are met and progress updates are delivered clearly to the leadership team.

3. Executive Documentation & Reporting

• Design and prepare high-impact presentations, performance summaries, and comprehensive briefings for internal town halls or board-level reviews.
• Maintain organized digital repositories for confidential corporate documents, contracts, and business agreements.

4. Logistics & Travel Coordination

• Design complete travel itineraries, handling all flight bookings, accommodation, local transits, and visa requirements.
• Efficiently process and track executive expense reports and corporate travel claims.

5. Strategic Support & Ad-Hoc Projects

• Tackle ad-hoc strategic assignments, market research pipelines, and internal employee engagement initiatives directed by the CXOs.
• Ensure the daily operational atmosphere of the CXO office is optimized, structured, and friction-free.

Preferred candidate profile

• Experience: 25 years of core experience working as an Executive Assistant, Personal Assistant, or Chief of Staff support in a fast-paced corporate or media landscape.
• Tech Stack: Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Calendar) and MS Office Suite (Word, Excel, PowerPoint).
• Communication: Flawless written and verbal English communication skills with a talent for clear, persuasive writing.
• Discretion: Demonstrated ability to manage highly sensitive corporate metrics, organizational data, and personal schedules with absolute confidentiality.
• Cultural Alignment: We love a vibrant, culturally updated, and proactive mindset that aligns with the fast rhythms of today's digital media and internet culture.