Executive Assistant To Chief Executive Officer

5 days ago

Vadodara, Gujarat, India VAP Group Full time ₹ 5,00,000 - ₹ 8,00,000 per year

Roles & Responsibilities:

Calendar & Time Management

Think of yourself as the guardian of time. Youll make sure the CEOs schedule runs smoothly, with the right mix of deep work, key meetings, and breathing room.

What that looks like:

  • Managing calendars across time zones.
  • Adding context to invites (so nothing is just another meeting).
  • Protecting the CEO from back-to-back burnout.

Meetings & Communication

Youll make sure every meeting has a purpose and every conversation leads to an outcome. From prepping briefs to capturing notesyoull be the one connecting the dots.

Daily rhythm:

  • Morning schedule rundown with meeting briefs.
  • Attending key meetings to take notes.
  • Sending end-of-day updates so nothing slips through.

Task & Project Follow-Up

The CEO gives directionyou make sure it turns into action. Youll keep teams on track, follow up on progress, and raise a flag if somethings falling behind.

Youre the person who ensures:

  • Tasks are logged, tracked, and followed up.
  • Teams stay accountable.
  • Priorities never get lost in the shufle.

Documents & Reporting

From board decks to quick notes, you'll organize and prepare the information the CEO needs. A well- labeled Google Drive, clear reports, and documents that just make sense—that's your magic.

Cross-Team Coordination

Our business has many moving parts—events, sales, marketing, and more. You'll be the bridge, making sure everyone's aligned and moving in the same direction.

Travel & Events (When Needed)

Flights, visas, hotels, agendas—you'll handle the details so travel feels smooth and productive, not stressful.

Inbox & Communication Support

Think of yourself as the first line of defense in the CEO's inbox. You'll prioritize what matters, draft responses, and make sure no important email is missed.

Gatekeeping & Confidentiality

Protecting the CEO's time and information is part of your DNA. You'll know what to filter, what to escalate, and how to handle sensitive matters with discretion.

Numbers & KPIs

You don't need to be a CFO, but you'll track revenue, registrations, budgets, and event KPIs—

giving the CEO clear visibility into what's working (and what needs attention).

What Success Looks Like:

  • The CEO walks into every day prepared and focused.
  • Meetings and projects move forward without reminders.
  • Teams feel supported and accountable.
  • The CEO's inbox, calendar, and priorities feel under control.
  • Reports and dashboards provide clarity, not confusion.

Who You Are:

  • Experienced: 5+ years as an EA (bonus if you've worked with Founders/CEOs in fast-paced industries like media or events).
  • Organized & Proactive: You see what's coming before it happens.
  • Tech-Savvy: Google Workspace, Slack, ClickUp, Zoom—these are second nature to you.
  • Strong Communicator: You write clearly, speak confidently, and can simplify complex details.
  • Trustworthy & Discreet: You handle sensitive information with absolute care.
  • Adaptable: Plans change? You adjust quickly and keep things moving.

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