Executive Assistant – CEO Office

## About the Role This is not a conventional admin or secretarial EA role. You will be the execution and coordination engine of the CEO Office, turning the CEO's priorities, meetings and decisions into action. Once a task is assigned, you own it through to closure. The CEO should never have to remember, remind or chase an action once it is with the CEO Office. ## Key Responsibilities - **Priority & Time Management** - Run the CEO's calendar around business priorities; protect time from unnecessary meetings - Resolve conflicts, ensure prep time before key meetings and reshuffle fast as priorities change - Prepare a Daily CEO Priority & Agenda Brief so no commitment, callback or deadline is missed - **Execution & Follow-Up (core of the role)** - Maintain a master tracker of CEO commitments: Action → Owner → Deadline → Status → Next Step - Follow up with HODs, teams and external stakeholders until closure; flag overdue items before the CEO asks - Find the reason behind delays, remove bottlenecks and escalate critical ones in time - Convert verbal instructions and informal discussions into trackable actions - **Meeting Management** - Before: gather agendas and data, prepare CEO briefs and pending items from past meetings - During: record decisions, actions, owners, deadlines and issues needing CEO intervention - After: circulate crisp MOMs, update the tracker and drive actions to closure - **Coordination & Reporting** - Link the CEO with HODs, Finance, Sales, HR, Legal, Liaisoning, consultants, bankers, investors, JV partners, landowners and vendors - Coordinate investor/external meetings: briefs, presentations, commitments and next steps (negotiations and decisions stay with the CEO) - Maintain a Green/Amber/Red dashboard on priorities, projects, fundraising, key payments/approvals, senior hiring, BD/acquisitions and risks - **Travel, Communication & Technology** - Plan travel end-to-end and travel with the CEO when required - Draft emails, WhatsApp and internal communications; condense information into decision-ready briefs - Use Google Workspace/MS Office, task trackers and AI/MOM tools; automate repetitive tasks - **Proactiveness** - Anticipate the next five steps instead of waiting for five instructions. E.g. Mumbai investor meetings: priority investors, travel, documents, internal inputs, pending follow-ups, briefs. ## Candidate Profile - 4–8 years as EA to CEO/MD/Founder or in Founder's Office, Business Operations, Program Management, Consulting, startups, Real Estate/Infrastructure, Investment/Family Office or other founder-led settings. Ability matters more than designation. - Exceptional ownership, high energy, speed with accuracy, relentless follow-up and a "How can I solve this?" mindset - Judgment on what needs the CEO vs. what can be resolved independently - Confident with CXOs and investors, calm under shifting priorities, and able to push back on the CEO when something is unrealistic - Absolute integrity and confidentiality Not for you if you want a predictable admin role, need detailed instructions, stop following up after one email, or treat a task as done once your part is done. ## Success in 90 Days Calendar built on priorities, meetings well prepared, actions tracked and closed, delays caught early, and the CEO spending far less time chasing people and more on strategy, growth and capital. Measured on: actions closed on time, actions missed, meeting-prep and tracker quality, follow-up effectiveness, speed, and reduced CEO time on follow-ups. ## Growth Exposure to strategy, real estate, finance, fundraising, sales, operations and BD, with a path to Founder's Office / Chief of Staff. "Be one step ahead of the CEO: convert decisions into actions, actions into follow-ups, and follow-ups into closure."

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