Executive Assistant To Chief Executive Officer

WOW Softech; Dadri; On-site; INR 400,000 - 650,000; Full time

Job summary

WOW Softech in Dadri, India seeks an Executive Assistant to the CEO to manage calendars, emails and meetings with discretion and efficiency. You will coordinate travel, prepare materials, and ensure timely follow up on commitments while acting as a professional bridge to internal teams and external partners.

The role requires proactive organization, rigorous diary management, and confidential handling of sensitive information to support the CEO’s priorities and strategic initiatives.

Responsibilities

• Manage and maintain the CEO's daily calendar, appointments and meeting schedules.
• Schedule, prioritize and coordinate internal and external meetings.
• Identify scheduling conflicts and proactively resolve them.
• Ensure the CEO is adequately prepared for upcoming meetings and commitments.
• Maintain a clear overview of important appointments, deadlines and priorities.
• Draft, format and respond to routine business correspondence as required.
• Coordinate communication between the CEO and internal/external stakeholders.
• Record Minutes of Meeting and track action items and deadlines.

Job description

Key Responsibilities

1. Calendar & Schedule Management

• Manage and maintain the CEO's daily calendar, appointments and meeting schedules.
• Schedule, prioritize and coordinate internal and external meetings.
• Identify scheduling conflicts and proactively resolve them.
• Ensure the CEO is adequately prepared for upcoming meetings and commitments.
• Maintain a clear overview of important appointments, deadlines and priorities.

2. Email & Communication Management

• Manage and organize the CEO's professional email inbox.
• Prioritize important emails and communications for the CEO's attention.
• Draft, format and respond to routine business correspondence as required.
• Coordinate communication between the CEO and internal/external stakeholders.
• Maintain professionalism and confidentiality while handling sensitive correspondence.

3. Meeting Coordination & Follow-ups

• Coordinate meetings with senior management, clients, vendors, partners and other stakeholders.
• Prepare meeting agendas, documents and presentations where required.
• Record Minutes of Meeting (MOM) and key action points when required.
• Track action items, deadlines and commitments arising from meetings.
• Follow up with relevant departments and stakeholders to ensure timely closure.

4. Executive Coordination

• Act as a communication bridge between the CEO and various departments.
• Coordinate with department heads and senior executives on behalf of the CEO.
• Ensure important instructions and requests are communicated and followed up appropriately.
• Keep the CEO updated on pending tasks, important developments and upcoming commitments.
• Assist the CEO in maintaining an organized workflow.

5. Travel & Logistics

• Coordinate domestic and international travel arrangements as required.
• Manage flight, hotel, transportation and travel itineraries.
• Coordinate meeting schedules around travel plans.
• Maintain relevant travel documents and schedules.
• Assist with business events, conferences and executive engagements.

6. Documentation & Reporting

• Prepare and maintain business documents, reports, presentations and correspondence.
• Assist in preparing presentations and meeting materials.
• Maintain organized records and confidential documents.
• Support the CEO with basic research and information gathering when required.
• Prepare trackers, schedules and status updates as required.

7. Stakeholder Management

• Coordinate professionally with internal teams, customers, vendors, consultants and business associates.
• Manage communication and scheduling with senior stakeholders.
• Receive and coordinate visitors and appointments for the CEO when required.
• Maintain a professional and polished representation of the CEO's office.

8. Task & Priority Tracking

• Maintain trackers for important tasks, commitments and deadlines.
• Proactively remind the CEO and relevant stakeholders about critical timelines.