Executive Assistant

Reports to: CEO

Working Days: Monday to Thursday

Overview: We are seeking a highly organized, detail-oriented Executive Assistant to support senior leadership and relationship management operations. This role is administrative and coordination-focused, playing a critical part in client communication, scheduling, and documentation across a portfolio of approximately 35–40 clients.

Key ResponsibilitiesClient & Meeting Related ResponsibilitiesOngoing Calendar & Client Management

• Manage the calendar and meeting schedule for the CEO and Relationship Manager.

Pre-Meeting Preparation

• Update agendas for weekly, monthly, quarterly, and semi-annual clients.
• Schedule all agenda review meetings.
• Send meeting reminder emails to clients prior to their meeting.
• Schedule internal agenda review meetings with CEO and RM teams before each client meeting.
• Get the action items ready to be discussed before the meeting.

Meeting Execution

• Schedule regular client meetings and POW WOW sessions, ensuring proper time allocation.

During the Meeting

• Participate in the client call.
• Record comprehensive meeting notes during the client discussion.
• During ongoing meetings, draft the agenda for the next meeting and include updates for RM and CEO review post-meeting.

Post-Meeting Actions

• Prepare Minutes of Meeting (MOM) for the client and post them in the dedicated client group.
• Email the client the post-meeting resources, meeting recording and Action items.
• Create an agenda for the next client meeting.
• Link the latest agenda to the Marketing Client Info – Agenda and Meeting Tracker document.
• Update the next meeting date in the same tracker document.
• Confirm the next meeting date with the client.
• Update the agenda with the next meeting date.
• Schedule all internal post-meeting discussions with the RM and CEO.
• Share meeting notes with RM for review before posting to the group.
• Schedule post-meeting action items on the calendar for cross-department tasks (inspiration or task-related).
• After RM sends emails to clients, send follow-up emails as required.

Cross-Team Coordination

• Ensure that action items assigned to CS, VS, Technology and DMS are communicated to their respective schedulers.

Communication & Documentation

• Draft client emails and internal communications in a clear and professional tone.
• Handle real-time written communication as directed by leadership.
• Maintain organized records of agendas, recordings, and communications.

Administrative & Support Tasks

• Assist senior leadership and the Relationship Management team with daily coordination tasks.
• Support internal teams by ensuring smooth information flow and follow-ups.

All other duties assigned by leadership

Please note this is a completely new position for the company which means this job description will be tweaked as needed or as the position evolves.

Required Qualifications

• Master's degree (Business Administrative, Communication, Journalism).
• 5+ years of Prior experience as an Executive Assistant, Administrative Assistant, or similar role.
• Excellent written and spoken English.
• Strong organizational and multitasking skills.
• High attention to detail and ability to follow structured processes.
• Ability to accept criticism and unfiltered progress to management.
• Familiarity with virtual meetings, calendars, and collaboration tools.
• Prior experience in a client-facing or professional services environment.
• Comfortable working in a fast-paced, real-time environment.
• Ability to work independently in a remote setup.

Preferred Qualifications

• Certification in Executive Scheduling and Calendar Management
• Experience in the Digital Marketing Industry or similar sector.

Job Type: Full-time

Pay: ₹25, ₹45,000.00 per month

Benefits:

• Internet reimbursement
• Work from home

Application Question(s):

• What's your notice period?
• What's your expected salary?
• Do you have your own IT equipment like Laptop or Desktop to be able to work from home?
• How many years of experience do you have in Executive Assistant?
• What is your level of written English?
• What is your level of spoken English?
• Have you managed calendars, meetings, agendas, or client follow-ups before?
• Do you have any experience in Digital Marketing Sector?
• Have you worked with American clients regularly? If so, how many clients?
• Rate your proficiency in Google Workspace (Docs, Sheets, Calendar)

Work Location: Remote