Executive Personal Assistant

Lean Apps is seeking a proactive and highly organized Personal & Executive Assistant to support the CEO. This role is key to enabling our Executive to focus on strategic priorities while you manage both professional and personal day-to-day operations with efficiency and discretion. You'll be the right hand to the CEO, the backbone of coordination, ensuring seamless communication, managing schedules, and keeping our fast-paced remote environment running smoothly. At the same time, you will provide personal assistance support, handling travel, relocations, errands, and lifestyle management to ensure a well-balanced personal and professional life.

The ideal candidate should be resourceful, detail-oriented, and capable of handling confidential matters with integrity.

NB. Preferably to be located in Chandigarh or Zirakpur, India.

Key Responsibilities:

Executive Support

• Calendar & Scheduling: Manage CEO’s calendars, schedule meetings across time zones, and handle travel arrangements.
• Invoice & Financial Coordination: Oversee invoice management, including tracking, approvals, and coordination with project managers and finance team for timely processing.
• Stakeholder Management: Act as the direct point of contact between CEO and internal/external stakeholders.
• Documentation & Reporting: Prepare reports, meeting agendas, and take detailed minutes if needed.
• Communication Management: Assist with email management, follow-ups, and prioritizing key communications. And serve as the primary point of contact for partners, clients, and internal teams.
• Confidentiality & Integrity: Handle confidential information with integrity and discretion.
• Project & Event Support: Support on special projects, research tasks, and team events as needed.
• Executive Readiness: Ensure the CEO is equipped and organized to efficiently manage their daily priorities.
• Project & Business Coordination: Following up with teams to ensure deadlines are met. And prepare business reports and presentation materials for clients and boards.

Personal Assistance

• Travel & Relocation Support: End-to-end coordination of personal travel (flights, hotels, visas, transfers). 
• Lifestyle Management: Manage memberships, renewals, and loyalty programs (airlines, hotels, car rentals). Handle day-to-day tasks: courier services, or reservations.
• Financial & Administrative Tasks: Track and organize personal expenses, reimbursements, subscriptions, renewals, or personal bill payments. (if needed)
• Event & Personal Engagements: Organize events, or gatherings and coordinate personal arrangements.
• Confidential Support: Provide flexible assistance for unexpected needs (last-minute bookings, emergencies).
• Discreet & Flexible Support across personal needs: Handle highly sensitive personal matters with complete confidentiality and discretion. And adaptable to shifting between professional and personal priorities seamlessly.

Qualifications

• Minimum 3+ years of experience as an Executive Assistant or in a similar administrative role.
• Bachelor’s degree in Business Administration or a related field is a plus.
• Strong communication skills (written and verbal) in English.
• Highly organized with excellent multitasking skills and strong attention to detail.
• Proven ability to handle confidential and sensitive matters with discretion.
• Gatekeeper mindset with the ability to say “no” diplomatically to protect priorities.
• Experience working with a multicultural and diverse workforce, preferably within a tech or software development environment.  
• Proficiency in engaging with C-level executives and addressing complex business challenges.
• Comfortable balancing professional and personal support tasks with flexibility and reliability.
• Proven long-term commitment and loyalty.
• Familiarity with CRM tools (e.g., Salesforce, HubSpot), collaboration platforms (e.g., Slack, Zoom, Microsoft Teams, Confluence), project management tools (e.g., Jira)
• Bachelor’s degree in Business Administration or a related field is a plus.

If you’re ready to deliver WOW experiences, champion excellence in delivery, and help shape the future of how we build products at Lean Apps, we’d love to hear from you.