Executive Secretary to the CEO

This is not a conventional secretary or administrative assistant role. We are looking for an exceptionally polished Executive Secretary who can function as the face and voice of the Founder & CEO's office - with empathy, grace & charm.

Candidates must have prior experience supporting Founders, CEOs, Managing Directors, Chairpersons or CXOs in a fast-paced corporate environments employing over 300 employees.

Excellent spoken and written English communication skills are mandatory.

Exceptional interpersonal skills, executive presence, discretion, maturity and professionalism are non-negotiable.

Candidates currently based in Mumbai will only be considered.

Company name will be shared during the interview process.

Please apply here too (we prioritize applications here due to faster processing and it will enable us to keep you posted about similar opportunities in the future as well): https://forms.gle/UwVDqdbRRfX3GN1s8

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About Us

HR Interface Recruitment Consulting is one of India's leading Mid & Senior Level Recruitment & Executive Search firms specializing in hiring across AI, Enterprise Technology, IT Consulting, SaaS, Cloud, Analytics and Digital Transformation. With over 20 years of recruitment expertise, we partner with some of India's fastest-growing organizations across India, North America, the Middle East and Europe.

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About our Client Company

Our client is a fast-growing Global Enterprise Technology & AI Solutions company employing over 300+ employees across Mumbai and Kolkata. The organization delivers innovative solutions across Artificial Intelligence, ERP Modernization, Enterprise Applications, Cloud, Analytics, CRM, Digital Transformation and Enterprise Automation.

With a rapidly expanding international presence and a highly entrepreneurial culture, the company is looking for a polished, proactive and highly organized Executive Secretary to support the Founder & CEO and ensure the smooth functioning of the Executive Office.

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About the Role

Company: Global Enterprise Technology & AI Solutions Company (Name shared during the interview process)

Designation: Executive Secretary to the Founder & CEO

Experience: 6–12 Years

Employment Type: Full-time | On-site | 5-Day Work Week

Location: Lower Parel, Mumbai

Reporting To: Founder & CEO

Compensation: Up to ₹10 LPA

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Position Overview

We at HR Interface Recruitment Consulting are hiring an Executive Secretary to the Founder & CEO—a high-ownership professional who will serve as the trusted coordination point for the Executive Office.

This role requires someone who is exceptionally organized, warm, articulate and people-oriented, capable of representing the Founder & CEO's office with professionalism while seamlessly coordinating with clients from around the world, business partners across India, senior leadership and internal teams.

The ideal candidate will be proactive, detail-oriented and able to anticipate priorities while ensuring that the Executive Office operates efficiently and professionally at all times.

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Key Responsibilities

• Manage the Founder & CEO's complex calendar, appointments, meetings and daily priorities while ensuring optimum time management.
• Coordinate internal leadership meetings, client meetings and business reviews, ensuring seamless scheduling and logistics.
• Arrange domestic and international travel, including flights, hotels, visas, airport transfers, itineraries and related travel coordination.
• Prepare detailed travel plans and ensure smooth execution of all business travel.
• Act as the primary coordination point for the Founder & CEO's office and represent the Executive Office with warmth, professionalism and exceptional business etiquette.
• Be the face and voice of the CEO's office while interacting with global clients, business partners, senior executives, vendors and employees across the organization.
• Build strong working relationships with stakeholders while ensuring an outstanding experience in every interaction.
• Draft professional emails, letters, business correspondence, presentations and executive documents on behalf of the Founder & CEO.
• Prepare meeting agendas, capture accurate Minutes of Meetings (MoMs) and circulate action points in a timely manner.
• Track action items arising from meetings and proactively follow up with stakeholders to ensure timely completion.
• Coordinate closely with department heads and leadership teams on business priorities and executive requests.
• Screen and prioritize incoming communications, ensuring urgent matters receive immediate attention.
• Maintain highly confidential business documents, executive records, contracts and correspondence with complete discretion.
• Organize and maintain systematic documentation, filing systems and executive records.
• Support preparation of presentations, reports, dashboards and executive summaries for leadership meetings.
• Coordinate with various internal teams to ensure smooth execution of projects, meetings and organizational initiatives.
• Handle multiple priorities simultaneously while maintaining exceptional attention to detail and accuracy.
• Maintain the highest standards of confidentiality, professionalism, integrity and executive support at all times.

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Qualifications & Skills

• Graduate in any discipline. Additional qualifications will be an advantage.
• 6–12 years of experience supporting a Founder, CEO, Managing Director, Chairperson or other senior CXO.
• Experience in Technology, IT Services, Consulting, Enterprise Software, AI, SaaS or other professional corporate environments will be preferred.
• Demonstrated experience managing complex executive calendars and travel arrangements.
• Strong experience preparing professional correspondence, presentations and Minutes of Meetings.
• Outstanding communication and interpersonal skills with excellent business etiquette.
• Highly organized with exceptional attention to detail.
• Strong stakeholder management and coordination abilities.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• High level of maturity, discretion and confidentiality.
• Positive, approachable, service-oriented personality with the ability to interact confidently across all levels of an organization.

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Apply Here too (to be considered for this as well as similar other upcoming opportunities): https://forms.gle/TvFxD97Xa3MDi2Pi6

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HR Interface Recruitment Consulting is one of India's leading Executive Search firms and continues to partner with some of the fastest-growing organizations to hire exceptional leadership and business support talent.

Follow us on LinkedIn: https://www.linkedin.com/company/hr-interface/

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Do connect with our Consultant, Daniela D'Souza – Senior Consultant – Executive Secretary / Executive Assistant / Chief of Staff / Admin / Executive Office Roles, to stay updated on similar opportunities. https://www.linkedin.com/in/eaesjobs/

If your profile is shortlisted, we look forward to getting in touch & exploring what makes you the ideal partner to support the Founder & CEO in this exciting opportunity.