Executive Assistant to CEO

The India Fitness Connect Pvt. Ltd.; Mumbai; On-site; INR 1,500,000 - 2,100,000; Full time

Job summary

The India Fitness Connect Pvt. Ltd. is seeking an Executive Assistant to the CEO to deliver comprehensive executive support and coordinate across business functions. You will manage the CEO’s calendar, travel, meetings, and strategic initiatives while maintaining confidentiality and professionalism.

You will liaise with internal teams and external partners, prepare reports and presentations, and drive follow-ups to ensure timely decision-making and operational efficiency.

Qualifications

• 4–8 years of Executive Assistant experience supporting CXOs or CEOs.
• MBA or postgraduate education preferred.
• Strong calendar, travel, and meeting management skills.
• Proactive, detail-oriented and discreet with confidential information.

Responsibilities

• Manage CEO calendar, travel, meetings, and priorities.
• Coordinate with internal and external stakeholders and prepare materials.
• Draft and proofread emails, reports, and presentations.
• Prepare MIS reports and coordinate cross-functional activities.
• Shadow the CEO to ensure seamless execution of priorities.
• Ensure timely follow-ups and action-item tracking.

Skills

Microsoft Excel

Microsoft PowerPoint

CRM systems

Google Workspace

Microsoft Outlook

Presentations

Communication

Business coordination

Project management

Education

MBA or postgraduate

Job description

Role Summary

The Executive Assistant to the CEO will provide comprehensive executive and administrative support while ensuring seamless coordination across business functions. The role requires a highly organized, proactive, and detail-oriented professional capable of managing the CEO's calendar, travel, meetings, strategic initiatives, and confidential communications. The incumbent will act as a trusted partner to the CEO by driving follow-ups, coordinating with internal and external stakeholders, and supporting business decision-making.

Key Responsibilities

Executive Support & Coordination

• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Manage the CEO's calendar, appointments, meetings, travel arrangements, and daily schedule.
• Accompany the CEO for client meetings, business reviews, site visits, vendor meetings, and industry events whenever required.
• Shadow the CEO to ensure seamless execution of priorities and day-to-day activities.
• Provide end-to-end executive and administrative support.
• Coordinate meetings, prepare agendas, record Minutes of Meeting (MoM), and track action items until closure.
• Ensure timely follow-ups on key business commitments and strategic initiatives.

Business Coordination

• Coordinate with customers, vendors, consultants, and internal departments for ongoing business activities.
• Liaise with Sales, Service, Finance, HR, Operations, Warehouse, and other departments to ensure smooth execution.
• Maintain effective communication across teams and ensure timely completion of assigned deliverables.
• Manage scheduling, reporting, documentation, and business communication through digital platforms.

Documentation & Communication

• Draft, edit, and proofread emails, reports, presentations, business proposals, and official correspondence.
• Maintain organized records, documentation, files, and MIS reports.
• Prepare presentations and management reports for leadership meetings.

Research & Decision Support

• Conduct research on market trends, competitors, vendors, customers, and business opportunities.
• Prepare executive summaries, reports, and analytical insights for management review.
• Provide structured recommendations to support strategic decision-making.

Reporting & MIS

• Prepare and submit periodic reports, including:
• Executive summaries
• Performance tracking reports
• Expense reports
• MIS and dashboard reports
• Monitor project progress and provide regular status updates to the CEO.

Project Management

• Support execution of strategic projects and organizational initiatives.
• Drive cross-functional coordination to ensure timely completion of projects.
• Track deliverables, dependencies, and milestones across multiple assignments.
• Identify opportunities to improve operational efficiency and business processes.

Confidentiality & Professionalism

• Handle highly confidential business information with complete discretion.
• Ensure secure handling of sensitive documents, communications, and executive data.
• Maintain professionalism while interacting with senior leadership, clients, and external partners.

Problem Solving & Operational Support

• Anticipate potential challenges and proactively resolve issues.
• Handle dynamic priorities, urgent requests, and last-minute changes with flexibility.
• Provide decision-support inputs and business coordination whenever required.

Preferred Profile

• 4-8 years of experience as an Executive Assistant supporting CXOs, Directors, or CEOs.
• MBA or Postgraduate qualification preferred.
• Experience in handling executive calendars, travel management, presentations, MIS, and cross-functional coordination.
• Exposure to project management and business operations will be an added advantage.

Skills: microsoft excel,microsoft powerpoint,crm systems,google workspace,microsoft outlook,presentations,communication,business coordination,project management skills