Executive Assistant

Role Overview
We are seeking a highly organized, proactive, and strategic Executive Assistant to support the CEO and CHRO. This role requires exceptional administrative capability, stakeholder management, confidentiality, and the ability to operate in a fast-paced leadership environment. The EA will act as a key coordination hub for leadership priorities, communication, and organizational initiatives.

Key Responsibilities

1. Executive Calendar & Meeting Management

• Manage and optimize the CEO & CHROs calendars, scheduling meetings, leadership reviews, and strategic discussions.
• Prioritize appointments and resolve scheduling conflicts efficiently.
• Coordinate internal and external meetings across multiple stakeholders.
• Ensure meeting preparedness by sharing agendas, background material, and briefing notes.

2. Travel & Logistics Management

• Plan and manage domestic and international travel arrangements including flights, accommodation, visas, and ground transportation.
• Prepare detailed travel itineraries and ensure seamless coordination during travel.
• Handle travel reimbursements and expense reporting.

3. Meeting Coordination & Documentation

• Organize leadership meetings, board discussions, HR leadership meetings, and cross-functional reviews.
• Record and circulate Minutes of Meeting (MoM) and track action items to closure.
• Follow up with stakeholders to ensure timely completion of deliverables

4. Leadership Communication & Stakeholder Coordination

• Act as a point of contact between leadership and internal/external stakeholders.
• Draft emails, presentations, and internal communications on behalf of the CEO/CHRO.
• Coordinate with leadership teams, HR heads, and business leaders across departments.

5. Event & Engagement Management

Plan and coordinate key internal events and leadership engagements including:

• Leadership offsites
• Townhalls
• Team celebrations and milestone events
• Employee birthdays & work anniversaries
• Festival celebrations across offices

Manage logistics, vendors, budgets, and execution for these initiatives.

6. Strategic & Operational Support

• Support the CEO and CHRO in strategic projects and initiatives.
• Assist with preparation of leadership presentations, dashboards, and reports.
• Track key initiatives, priorities, and follow-ups across departments.
• Conduct basic research and compile insights to support decision-making.

7. Information & Document Management

• Maintain confidential files, leadership documents, and reports.
• Organize digital documentation and ensure easy retrieval.
• Manage sensitive information with a high level of discretion.

8. Process & Efficiency Improvement

• Identify opportunities to improve leadership workflows and coordination processes.
• Implement tools or systems to improve scheduling, documentation, and communication

Key Competencies

• Stakeholder management • Time management & prioritization • Discretion & confidentiality • Problem solving • Strategic thinking • Proactive execution