Executive Assistant to CEO

Facts N Fiction Studio; Gurugram District; On-site; INR 600,000 - 900,000; Full time

Job summary

Facts N Fiction Studio in Delhi/Gurugram seeks an Executive Assistant to the CEO to act as the operational nerve center, ensuring strategies turn into actions and timelines stay on track. You will manage the CEO’s calendar, coordinate across departments, prepare reports, maintain confidentiality, and liaise with clients, collaborators, and vendors as directed.

Strong organizational skills and proficiency in Zoho and Google Workspace are essential.

Qualifications

• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Maintain confidentiality and handle sensitive tasks.
• Proficiency in Google Workspace and Zoho CRM/Projects/Calendar.
• Good coordination across departments.
• Understanding of production workflows or event timelines is a plus.
• Bachelor’s degree in Business Administration, Communications, or related field.
• 2+ years in an administrative, executive assistant, or operations support role.

Responsibilities

• Manage the CEO’s calendar — agendas, schedule, reschedule, and protect time around priorities.
• Act as a communication bridge between the CEO and team leads to streamline decision-making.
• Coordinate daily, weekly and monthly internal performance briefings with Department Heads.
• Maintain dashboards and reports to monitor progress.
• Assist in drafting communications, proposals, reports, or documentation as required.
• Support external communication with clients, collaborators, and vendors as directed.
• Represent the CEO in internal reviews or external meetings when delegated.
• Filter and manage communication coming to the CEO: project escalations, HR issues, vendor delays, performance gaps etc.

Skills

Organizational skills

Time management

Communication

Confidentiality

Zoho CRM

Zoho Projects

Google Workspace

Coordination

Production workflows

Education

Bachelor’s degree in Business Administration, Communications, or related field

Tools

Zoho CRM

Zoho Projects

Zoho Calendar

Google Workspace

Job description

We are primarily based in Delhi/Gurugram, came into existence in the year 2004. We believe in creating work that is honest, end results that are exploratory and the final output to be conceptually unique and visually stunning. Our Founders and Directors hold a unique set of expertise in their own profiles. Our Core team of qualified professionals brims with zeal and fervor to make an event of yours an extravagant affair to be remembered for ages.

Job Description

The Executive Assistant to CEO acts as the operational nerve centre for the Director and the leadership team — ensuring that strategies turn into actions, timelines stay tight, and performance stays on track. This role isn’t about calendar management alone. You’ll be the single point of contact for internal updates, , and supervision across the company. From managing cross-departmental flow to filtering decisions and feedback for the CEO, this role requires sharp judgment, operational rigour, and master-level coordination skills. You’ll be CEO’s eyes, ears, and enforcer — with the authority to make things move.

Key Responsibilities

1. Strategic & Administrative Support

Manage the CEO’s calendar — Agendas, schedule, reschedule, and protect time around priorities.

Manage the CEO’s time with ruthless prioritisation: block distractions, escalate only critical decisions.

Maintain organized digital files, reports and records (email, presentations, reports, contacts).

Act as a communication bridge between the CEO and team leads to streamline decision-making.

Share updates, reminders, and follow-ups across teams on behalf of the CEO.

Help manage external communication with clients, collaborators, and vendors as directed.

Act as the CEO’s bridge with internal departments — ensuring zero leakage in updates, decisions, and delegated tasks.

Filter and manage communication coming to the CEO: project escalations, HR issues, vendor delays, performance gaps etc.

Maintain and track the CEO’s action board: weekly tasks, project check-ins, hiring decisions, strategic priorities.

Represent the CEO in internal reviews or external meetings when delegated.

Coordinate daily, weekly and monthly internal performance briefings with Department Heads.

Support the CEO in executing high-priority internal projects — across production, HR, marketing, and finance teams.

Track deliverables and timelines; coordinate with Department Heads to ensure follow-through.

Maintain dashboards and reports to monitor progress.

Assist in drafting communications, proposals, reports, or documentation as required.

3. Performance & Accountability System

Own weekly department-wise review trackers with metrics on task closure rate, quality flags, shoot execution gaps, and post-production delays.

Collaborate with HR and Department Heads to maintain and monitor KPIs for team leads and key operators.

Highlight recurring issues (attendance, data loss, missed deadlines) directly to CEO with proposed corrective actions.

Maintain an internal "Fire List" (risk zones) and "Fast Lane List" (high performers) for executive visibility.

4. Operations Management & SOP Enforcement

Track daily workflows across Pre-Production, Shoot, Post, and Delivery using ClickUp/Zoho dashboards.

Flag blockers, delays, or missing SOP steps in team execution and follow through till resolved.

Maintain and update operational dashboards for live project statuses, pending decisions, and cross-functional dependencies.

Audit Internal task flows for time discipline, checklist usage, and documentation hygiene.

Requirements

Key Skills Required

Strong organizational and time management skills

Excellent verbal and written communication

Ability to maintain confidentiality and handle sensitive tasks with care

Proficiency in tools like Google Workspace, Zoho (CRM, Projects, Calendar, People), Zoho (or similar)

Good coordination and follow-up ability across departments

Basic understanding of creative production workflows or event timelines is a plus

Qualifications Preferred

Bachelor’s degree in Business Administration, Communications, or a related field

2+ years in an administrative, executive assistant, or operations support role

Experience working with leadership in a fast-moving company, preferably in media, events, or creative services

Familiarity with Zoho ecosystem is a strong advantage.