Executive Administrative Assistant

Executive Assistant to Founder & CEO

Location: Kochi
Reporting To: Founder & CEO
Experience Required: 3–5 Years

IMPORTANT: EXPERIENCE REQUIREMENT

Candidates with 3–5 years of relevant professional experience are preferred for this position.
Relevant experience includes CEO/Founder’s Office, Business Operations, Project Management, Program Management, Management Consulting, Strategy & Operations, or an Executive Assistant role with strong operational responsibilities.

Job Purpose

We are looking for a highly organized, intelligent, and execution-oriented professional to work closely with the Founder & CEO.

The role will be responsible for converting the CEO’s decisions and instructions into clear actions, assigning responsibilities, following up with teams, tracking progress, and ensuring timely completion.

Key Responsibilities

• Attend important meetings and discussions with the CEO and record key decisions and action points.
• Convert CEO instructions into clear tasks with owners, deliverables, and deadlines.
• Maintain and regularly update a centralized CEO Action Tracker.
• Follow up with BU Heads, Regional Heads, Department Heads, Factory Heads, and other responsible team members.
• Monitor progress and follow up before deadlines.
• Identify potential delays, bottlenecks, and deviations in advance.
• Escalate matters requiring CEO intervention.
• Ensure all assigned actions are followed through to complete closure.
• Prepare daily/periodic updates for the CEO covering:
• Completed actions
• Actions due
• Overdue items
• Major bottlenecks and deviations
• Decisions required from the CEO
• Coordinate cross-functional activities involving Sales, Projects, Design, Factory, Purchase, HR, Finance, IT, Marketing, Expansion, and other functions.
• Track the implementation of new systems, SOPs, ERP processes, and management decisions.
• Collect and consolidate reports and information required by the CEO.
• Support management reviews and important meetings.
• Maintain confidentiality of sensitive business, financial, employee, and management information.
• Travel to branches and factories when required for critical coordination and progress verification.

Candidate Profile

• Experience: 3–5 years of relevant professional experience.
• Experience in CEO/Founder’s Office, Business Operations, Project Management, Program Management, Management Consulting, Strategy & Operations, or a strong Executive Assistant role with operational responsibilities.
• Experience in multi-location organizations, manufacturing, interiors, construction, retail, or project-based businesses will be an advantage.
• Strong understanding of business processes and organizational structures.
• Excellent knowledge of Excel/Google Sheets.
• Familiarity with ERP systems, dashboards, task-management, and AI/productivity tools.
• Good written and verbal communication skills.
• Willingness to travel when required.

Key Skills & Personal Qualities

The candidate should be:

• Extremely strong in follow-up and execution.
• Highly organized and systematic.
• Quick to understand instructions.
• Able to manage multiple tasks simultaneously.
• Assertive and confident while following up with senior managers.
• Respectful and professional in communication.
• Deadline-oriented and responsible.
• Analytical and comfortable with numbers.
• Able to differentiate between urgent and important matters.
• Capable of identifying problems before they become delays.
• Calm under pressure and changing priorities.
• Highly trustworthy and confidential.
• Energetic and willing to take ownership.
• Comfortable working directly with a fast-moving entrepreneur/CEO.

Key Evaluation Areas

• Execution ability
• Ownership
• Follow-up discipline
• Problem-solving and intelligence
• Ability to work with senior management
• Ability to manage multiple priorities

The candidate should:

• Organize all instructions systematically.
• Categorize and prioritize tasks based on urgency and importance.
• Identify the responsible person/function for each task.
• Define clear deadlines and intermediate follow-up dates.
• Identify dependencies between tasks.
• Identify matters that require direct CEO involvement or decision-making.
• Explain how each task will be tracked until complete closure.
• Highlight potential delays, risks, and bottlenecks.
• Prepare a short CEO Update highlighting only the critical matters requiring the CEO’s attention or decision.

Pay: ₹45,000.00 - ₹55,000.00 per month

Work Location: In person