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Executive Assistant

2 weeks ago

Chennai Tamil Nadu, India Vendasta Full time

**Executive Assistant**

**Chennai, India**

**About the Job**:
The mission of the Executive Assistant is to provide high-level administrative, operational, and light project management support to the team in enabling effective leadership, clear communication, and frictionless execution. You’ll ensure alignment across teams, manage multiple concurrent workflows, and act as a trusted go-to for internal coordination and external-facing excellence. This role is foundational to maintaining operational efficiency and unlocking capacity for strategic focus.

**Your Impact**:
**Executive Operations**:

- Own calendar scheduling across departments and time zones; anticipate conflicts and build in buffer time.
- Prepare Directors for meetings with agendas, pre-reads, and briefing notes

**Project Coordination**
- Use platforms like Asana or ClickUp to assign tasks, monitor progress, and help unblock stakeholders.
- Coordinate timelines for cross-functional projects, especially in web, content, and campaign execution.

**Client & Internal Workflows**
- Support onboarding tasks (e.g., contracts, CRM updates, and document collation).
- Follow up with internal and external stakeholders to maintain task momentum.
- Create and refine SOPs to streamline recurring tasks (e.g., reporting cycles, asset requests).

**Data, Reporting & Documentation**
- Organize contracts, reports, briefs, and templates using standardized naming conventions in Google Workspace.
- Compile marketing performance snapshots for weekly and monthly reporting cycles (e.g., from SEO tools or ad dashboards).
- Maintain a centralized library of insights, templates, and meeting notes.

**Research & AI Enablement**
- Conduct research on competitors, campaigns, and marketing trends.
- Use AI tools (e.g., ChatGPT, Grammarly, Notion AI) to draft meeting notes, prepare outlines, and summarize reports.
- Suggest and experiment with automation tools to simplify recurring tasks (e.g., AI assistants for inbox triage or note summarization).

**What you bring to the table**:
**Tools & Technical Skills**
- Google Workspace mastery (Gmail, Calendar, Docs, Sheets, Slides)
- Project management: Asana, ClickUp, Trello (or similar)
- Familiarity with CRM (e.g., HubSpot, Salesforce), marketing dashboards (e.g., Google Analytics, SEMrush)

**AI Fluency - IC3 Level**
- Comfortable using AI tools with moderate customization
- Able to iterate on prompts for improved summaries and workflows
- Recommends AI-based process improvements to increase efficiency

**Administrative Strengths**
- Anticipates operational needs before they arise
- Manages multiple moving parts with clarity and calm
- Creates polished and actionable documentation (agendas, minutes, SOPs)

**Professionalism & Soft Skills**
- Exceptional written and verbal communication
- Highly detail-oriented; thrives on clarity and consistency
- Discreet, trustworthy, and professional under pressure
- Self-starter with a collaborative and proactive mindset

**Perks**:

- Stock options (as per policy)
- Benefits - Health insurance
- Paid time offs
- Public transport reimbursement
- Flex days
- Training & Career Development - Professional development plans, leadership workshops, mentorship programs, and more
- Free Snacks, hot beverages, and catered lunches on Fridays
- Culture - comprised of our core values: Drive, Innovation, Respect, and Agility
- Provident Fund