Executive Assistant – Group CEO

Alchemy Group; Mumbai; On-site; INR 1,800,000 - 3,000,000; Full time

Job summary

Alchemy Group is seeking an experienced Executive Assistant to directly support the Group CEO. This in-office role based in Mumbai requires managing the CEO’s calendar, meetings, and travel across regions, while coordinating with leadership teams across the Group.

The candidate should anticipate needs, exercise sound judgment, and handle sensitive matters with discretion. The executive support role involves organizing board meetings, preparing agendas, minutes, and reports, and ensuring

Qualifications

• 10–15 years of progressive executive support experience, incl. direct support to CEO/Group CEO in a multi-entity business.
• Ability to anticipate requirements, manage competing priorities with limited supervision, and follow commitments through to closure.

Responsibilities

• Manage the Group CEO’s calendar across multiple brands, entities, and time zones.
• Prepare daily schedules and meeting briefs with relevant documents in advance.
• Coordinate cross-functional reviews with HR, Finance, Payment Operations, Product, Tech, Revenue Ops, and Marketing.
• Track actions, owners, deadlines, and follow up till completion; flag delays.
• Organise board meetings, prepare agendas and board packs, and record accurate minutes.
• Manage domestic and international travel, itineraries, visas, and logistics.
• Draft and coordinate executive communications and maintain confidential information.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder management

English communication

Tools

Google Workspace

Microsoft Office 365

Slack

Zoom

Asana

Jira

Job description

Role Overview

We are seeking an experienced Executive Assistant with a strong track record of directly supporting a CEO, Group CEO, or founder in an international, multi-entity business. You will manage the day‑to‑day running of the Group CEO’s Office, ensuring that the CEO’s time is well organized, meetings are well prepared, and decisions and commitments are followed through. The role combines executive support with close coordination across leadership teams, business functions, and regions. We are looking for someone who can anticipate requirements, exercise sound judgement, and manage competing priorities without constant direction. You should be confident dealing with senior stakeholders, comfortable working in a fast‑paced environment, and trusted to handle sensitive matters with discretion. This is a full‑time, in‑office role based in India – Mumbai (Andheri), with working hours of 1:30 PM to 10:30 PM IST.

Key Responsibilities

Calendar and Priority Management

• Manage the Group CEO’s calendar across multiple brands, entities, and time zones.
• Prioritize meeting requests based on business needs, urgency, and the CEO’s focusareas.
• Resolve scheduling conflicts proactively and protect time for preparation, keydecisions, and focused work.
• Prepare daily schedules and meeting briefs, ensuring relevant documents andbackground information are available in advance.
• Maintain visibility of upcoming commitments, pending approvals, and mattersrequiring attention.

Leadership and Cross-Functional Coordination

• Serve as the central point of coordination between the CEO’s Office and leadershipteams across the Group.
• Work closely with HR, Finance, Payment Operations, Acquiring, Product,Technology, Revenue Operations, and Marketing to coordinate reviews, gatherupdates, and support executive follow-up.
• Consolidate reports and information into clear summaries, highlighting decisionsrequired, deadlines, and outstanding matters.
• Track agreed actions, owners, and timelines, and follow up consistently through tocompletion.
• Flag delays and unresolved issues promptly, using judgement to distinguish routinefollow-ups from matters requiring the CEO’s intervention.

Global and Regional Coordination

• Coordinate with leadership and operational teams across all regions where theGroup has a presence, including the UK, Cyprus, Malaysia, India, Sweden, andMalta.
• Arrange meetings and business reviews across time zones, taking regional workinghours into account.
• Ensure decisions, priorities, and follow-up requirements are communicated clearlyto the relevant stakeholders.
• Build effective working relationships across different cultures, functions, and levelsof seniority.

Executive Meetings and Board Support

• Organise board meetings, leadership reviews, business discussions, and groupwidetown halls.
• Prepare agendas and coordinate board packs, presentations, reports, andsupporting documents.
• Record accurate minutes, decisions, and action points, and circulate themappropriately.
• Maintain an organised record of meeting outcomes and follow up on outstandingcommitments.
• Handle board materials and confidential discussions with discretion.

Travel and Logistics

• Manage domestic and international travel, including flights, accommodation, visas, ground transport, and meeting arrangements.
• Prepare complete itineraries and ensure travel documents and logistical requirements are in place.
• Coordinate with regional offices, hosts, and service providers ahead of travel.
• Handle itinerary changes, cancellations, and urgent requirements promptly, keeping disruption to a minimum.

Communication and Stakeholder Management

• Draft and coordinate correspondence, presentations, and internal communicationson behalf of the Group CEO.
• Act as a professional point of contact for board members, senior leaders, advisers,business partners, payment service providers, acquiring banks, and vendors.
• Assess incoming requests, respond within agreed authority, and direct matters tothe appropriate person.
• Maintain clear records of important correspondence, commitments, and follow-uprequirements.
• Exercise discretion when handling sensitive business, financial, employee,transaction-related, and regulatory information.

Essential Requirements

• 10–15 years of progressive executive support experience, including significantrecent experience directly supporting a Group CEO, CEO, or founder in aninternational, multi-entity business.
• Demonstrated ability to anticipate executive requirements, manage competingpriorities with limited supervision, and follow commitments through to closure, withsound judgement on when to upscale.
• A strong track record of managing complex calendars, international travel, executivemeetings, and confidential correspondence.
• Excellent written and spoken English, including the ability to prepare conciseexecutive summaries, professional correspondence, and accurate meetingminutes.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Sound judgement, confidence, and the ability to manage priorities independentlywhile knowing when to seek direction or upscale.
• The ability to handle senior stakeholder requests professionally, including managingcompeting demands and communicating changes diplomatically.
• Proven integrity and discretion in handling confidential information.
• Proficiency in Google Workspace, Microsoft Office 365, Slack, Zoom, and familiaritywith project management tools such as Asana or Jira.
• Availability to work full-time from the office in India during the stated hours, withoccasional flexibility for urgent executive matters and international schedulingrequirements.