Executive Assistant to CEO

Job Title: Executive Assistant to CEO

Location: Kanpur / Hybrid (India & Global Coordination)

Timing: 9am to 5 Pm

Reports To: CEO – Abir Group (Abir Overseas LLC, Bhavik Enterprises, Raghushree Plast Products Pvt. Ltd.)

Work Hours: Flexible / Around-the-clock availability as per CEO's global schedule (India-US-UAE-Japan overlap)

Objective

To act as the CEO's digital, operational, and strategic partner, ensuring seamless coordination, optimized decision-making, and proactive problem-solving across multiple geographies. The Executive Assistant will manage communications, schedule, CRM, projects, and key initiatives while ensuring nothing falls through the cracks.

Core Responsibilities

1. Executive Scheduling & Coordination

• Manage CEO's calendar across multiple time zones, with proactive prioritization.
• Anticipate scheduling conflicts and propose solutions ahead of time.
• Coordinate meetings with internal departments, external partners, and global contacts.
• Provide nightly recaps and daily briefs to ensure CEO is prepared for priorities.

2. Email, Messaging & Communication Management

• Handle CEO's emails end-to-end — draft, reply, organize, flag for follow-up.
• Maintain zero-inbox discipline for all official IDs.
• Monitor and manage WhatsApp Business, Telegram, and other messaging apps.
• Summarize key messages, separating action-required items vs FYI.
• Maintain confidentiality while handling sensitive discussions.

3. CRM Management & Data Discipline

• Maintain and update CEO's Zoho CRM dashboard — contacts, deals, products, and follow-ups.
• Enter new supplier, buyer, and deal information promptly.
• Track tasks from emails, calls, and meetings until completion.
• Ensure CRM data hygiene and accuracy across departments.

4. Travel, Event & Meeting Logistics

• Handle complete travel arrangements: flights, hotels, cars, visas, event registrations.
• Maintain updated travel folders with itineraries, briefs, and confirmations.
• Coordinate international travel with EO staff and partners.
• Prepare pre-trip briefing documents and post-trip summaries.

5. Project, Initiative & Stakeholder Support

• Track CEO-led initiatives, special projects, and deadlines.
• Prepare presentations, reports, and dashboards for management and partners.
• Act as liaison between CEO and senior management, clients, or international partners.
• Follow up on action items from meetings, calls, and emails until closure.

6. Process & Workflow Optimization

• Suggest improvements in scheduling, communication, and CRM processes.
• Identify recurring bottlenecks and propose efficiency solutions.
• Maintain CEO's knowledge repository and organized digital filing system.

7. Confidential & Administrative Support

• Handle confidential financial, HR, and legal documents with discretion.
• Prepare letters, documents, and approvals for signature.
• Ensure structured filing and easy retrieval of all important files.

Key Skills & Traits

• Strong command over English (spoken & written).
• High attention to detail and sense of urgency.
• Tech-savvy: Outlook, Zoho CRM, Apple ecosystem (iPad/Mac/iPhone), and project management tools.
• Discreet, proactive, dependable, emotionally intelligent.
• Ability to work odd hours and handle multi-time-zone coordination.
• Excellent prioritization and multi-tasking skills.

Ideal Profile

• 4–8 years' experience supporting Founders / CEOs / CXOs.
• Prior exposure to global operations, B2B communication, or trading businesses.
• Comfortable with multi-time-zone coordination and flexible work hours.
• Based in India, with the ability to work evenings/weekends for urgent priorities.
• Strong organizational skills, proactive approach, and high discretion.

Job Types: Full-time, Permanent

Pay: ₹14, ₹50,300.05 per month

Benefits:

• Cell phone reimbursement
• Leave encashment
• Paid sick time

Work Location: In person