Executive Assistant to CEO – Office of the CEO

JOB DESCRIPTION

Executive Assistant to CEO – Office of the CEO

Location - Gurgaon , Haryana

About the Role

We are looking for an exceptional Executive Assistant to the CEO who can operate as the CEO’s right hand, execution partner and gatekeeper of time and priorities.

This person will work directly with the Founder & CEO across business priorities, strategic initiatives, senior stakeholder relationships, meetings, travel, communications and special projects.

The role requires someone who doesn’t simply take instructions — they anticipate, organise, chase, solve and close.

You will often be working with incomplete information, changing priorities and tight timelines. The ability to remain calm, think clearly and make things happen is fundamental.

This role is for you if:

* You naturally take ownership rather than wait for instructions.

* You are exceptionally organised but can also operate in chaos.

* You can manage 20 things simultaneously without losing sight of the 3 things that matter most.

* You are comfortable calling a senior executive, customer, partner or internal leader and getting something moving.

* You don’t say “I have followed up” — you say “It is done.”

* You can anticipate what the CEO will need before he asks.

* You are comfortable with a demanding, fast-moving founder environment.

* You enjoy solving problems rather than escalating them.

* You have the maturity and confidence to represent the CEO’s office professionally.

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Key Responsibilities

1. CEO Calendar & Time Management

Own the CEO’s calendar as a strategic asset, not merely as a scheduling exercise.

* Prioritise meetings based on business impact.

* Protect the CEO’s time for high-value priorities.

* Manage competing requests and stakeholders.

* Build realistic schedules and buffers.

* Ensure the CEO is properly briefed before important meetings.

* Anticipate clashes, delays and changes before they become problems.

* Maintain an effective daily/weekly operating rhythm.

Success = the CEO spends more time on what only the CEO can do.

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2. Task Management & Execution

This should be one of the biggest components of the role.

* Maintain a live tracker of CEO priorities, commitments and action items.

* Convert discussions into clear actions, owners and deadlines.

* Follow up relentlessly until closure.

* Coordinate across departments to remove bottlenecks.

* Escalate only when necessary — preferably with a proposed solution.

* Ensure commitments made by the CEO’s office are delivered.

* Maintain visibility on critical business priorities.

The EA becomes the CEO’s execution engine.

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3. Strategic Support

The person should be able to move beyond administration.

* Conduct research and prepare briefs.

* Analyse information and summarise the key implications.

* Prepare presentations, talking points and meeting briefs.

* Support strategic projects assigned by the CEO.

* Track important business initiatives.

* Identify gaps, risks and dependencies.

* Help the CEO prepare for important customer, investor, partner and leadership interactions.

The expectation is “bring me clarity”, not simply “bring me information.”

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4. Stakeholder Management & Liaison

Act as an extension of the CEO’s office.

Interact confidently with:

* Senior management

* Hotel GMs and senior hospitality leaders

* Investors

* Customers

* Partners

* Vendors

* Government / industry bodies

* Internal functional heads

* Event organisers

* External advisors

The candidate must have the ability to influence without formal authority.

They should be able to convince, negotiate, persuade, coordinate and follow through.

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5. CEO Communications

* Draft and manage emails, letters and official communication.

* Prepare meeting agendas and minutes where required.

* Ensure important communication doesn’t fall through the cracks.

* Coordinate responses on behalf of the CEO.

* Maintain absolute confidentiality.

* Ensure communication reflects the CEO’s tone and expectations.

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6. Travel & Logistics

The CEO travels extensively, therefore this is a significant responsibility.

* Manage domestic and international travel.

* Flights, hotels, visas, ground transport and itineraries.

* Build detailed travel plans around meetings and commitments.

* Handle last-minute changes.

* Manage travel contingencies.

* Coordinate meetings/events during travel.

* Be comfortable travelling with the CEO when required.

Short-notice travel should not be a constraint for this role.

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7. Special Projects & “Make It Happen” Assignments

This is where the right person will differentiate themselves.

The CEO may say:

“I need this sorted.”

The EA is expected to:

Understand → Structure → Coordinate → Execute → Close.

Examples could include:

* Organising a leadership offsite

* Coordinating an investor meeting

* Getting multiple teams aligned on an urgent issue

* Preparing an important presentation

* Researching a new market

* Coordinating a customer escalation

* Organising an international trip

* Driving an internal initiative

* Getting a critical document prepared overnight

The nature of these assignments will change constantly.

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The CEO’s schedule can be unpredictable.

The candidate must be comfortable working according to the CEO’s business requirements, including early mornings, late evenings, weekends or urgent situations when genuinely required.

This is a high-availability role, not a conventional 9-to-5 administrative position.

2. Exceptional Time Management

You must be able to manage:

Urgent + Important + Strategic + Routine

simultaneously without losing control.

3. Ownership

We need a doer, not a coordinator.

If something is assigned to you, you own it until it is completed.

4. Follow-through

Outstanding follow-up is essential.

You must be persistent without being irritating and know how to get people to respond.

5. Strategic Thinking

You must understand why something is being done, not merely what you have been asked to do.

6. Ability to Travel at Short Notice

Domestic and international travel may be required with limited notice.

7. Stakeholder & Liaison Skills

You should be comfortable interacting with senior people and representing the CEO’s office.

8. Convincing & Influencing Ability

You will frequently need to get things done without having authority over the person you’re dealing with.

9. Discretion & Confidentiality

The role will involve highly confidential business, financial, people and strategic information.

10. Calm Under Pressure

When everything is urgent, the right person brings calm, structure and solutions.

Experience & Qualification

Education: Graduate / Postgraduate from a reputed institution.

Experience: Ideally 3–7 years in one or more of:

* Executive Assistant to CXO / Founder

* Founder’s Office

* Strategy

* Business Operations

* Management Consulting

* Project Management

MBA / CA / engineering / other strong academic backgrounds can be considered, but attitude, ownership and execution ability should outweigh the degree.

Excellent proficiency in:

* Google Workspace / MS Office

* PowerPoint

* Excel / Google Sheets

* Calendar management

* Presentation preparation

* AI tools

* Research and information synthesis