Executive Assistant To Chief Executive Officer

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

Job summary

TimesPro seeks an experienced Executive Assistant to provide calendar management and administrative support to a senior leader. The role involves coordinating inter-departmental and external meetings, preparing detailed itineraries, and ensuring follow-up and compliance across documents.

You will attend meetings, record minutes, manage travel arrangements, and organize town halls or events as required, while maintaining high standards of professionalism and ethics.

Qualifications

• 8 to 10 years with at least 2 years working with a Senior Leader / CXO / CEO.
• Project Management skills.
• Service minded, flexible and willing to stretch.

Responsibilities

• Coordinate calendar management for senior leadership and internal/external meetings.
• Attend meetings, record minutes and maintain documentation with follow-up tracking.
• Liaise with teams for compliance, travel, and events; organize town halls and external meetings.

Skills

Project Management

Service minded

Flexibility

Education

MBA

BBA

Tools

MS Office

Job description

Responsibilities:

Calendar Management & Administrative Support

1. Calendar management, scheduling inter-departmental meetings, external appointments, event attendance and other commitments to optimize time management and productivity.
2. Coordinate with stakeholder teams for organising meetings.
3. Attend all meetings, record minutes accurately, and maintain organised documentation with a follow-up and closure tracking sheet for reference and compliance.
4. Liaise with other teams for compliance and financial documents for signatures, attestation etc.
5. Ensure preparedness and efficiency in planning and executing all of these.
6. Ensure that timely reminders are provided to the CEO prior to meetings / planned events.

Event and Program Schedule

1. Prepare detailed meeting itineraries for travel / visitors, ensuring productive and well-organized meetings.
2. Arrange end-to-end logistics ensuring seamless coordination and hospitality during travel / visits.
3. Support in planning & strategy exercises by Data collation, Analysis & Presentation.
4. Support in preparation for review & strategy meets, support in AOP and planning exercises.

Travel & Expense Coordination

1. Coordinate with the travel desk to handle all travel plans, ensure smooth logistics and travel arrangements.
2. Assist in the filling of travel claims and expenses using online system, maintaining accuracy and compliance with company policies.
3. Maintain timely submission of travel expenses, other expenses, personal expenses, and claims, ensuring adherence to company policies.

Townhalls & Event Organisation:

1. Organize town halls including end-to-end logistics to ensure smooth execution and closures of events / townhalls.
2. Coordinate for any meetings and get togethers inhouse or external as needed by reporting manager.
3. Manage and ensure delivery of monthly report for the organisation, liase with other team SPOCs to curate the newsletter.

Ad-Hoc get togethers & meetings

1. Competitor research, business plans & presentations collation.
2. Support processing of PR/POs for the department, act as a liaison and external meeting bookings with vendors.
3. Participate in projects as identified for the year by the reporting manager.

Others

Live the core values of the organisation by demonstrating Ownership mind-set, Innovation at work and engaging all stakeholders effectively.

Experience, Skills, Traits and Competencies:

1. 8 to10 years with at least 2 years working with a Senior Leader / CXO /CEO
2. Project Management skills.
3. Service minded, flexible and willing to stretch.

Non-Negotiable

1. Exceptional communication (verbal, drafting & emails).
2. MS Office tools.
3. Self-starter with ability to work in ambiguity.
4. Integrity and ethics.

Qualifications:

Any graduates would be considered (Preferred MBA / BBA)