Executive Assistant to CEO

Job Description – Executive Assistant to CEO – Green Energy Business

Location: Pune

Reporting to: CEO – Green Energy Business

Role Purpose

To provide proactive executive, administrative and business coordination support to the CEO, ensuring effective management of communications, meetings, follow-ups, databases, documentation, travel and day-to-day business priorities.

Key Responsibilities

• Manage calendar, meetings, appointments, reminders and daily/weekly priorities.
• Organize customer, vendor, internal and management meetings.
• Review and organize business correspondence; highlight matters requiring attention and action .
• Draft routine emails, letters, meeting requests and follow-up communications.
• Prepare meeting agendas, MoMs and action trackers; actively follow up until agreed actions are closed .
• Coordinate with customers, vendors, partners and internal departments on behalf of the CEO.
• Maintain and update Excel-based databases and trackers on a daily/timely basis , including customers, vendors, contacts, enquiries, opportunities, quotations, proposals, NDAs and follow-up status.
• Ensure accuracy, completeness and timely updating of business data , with periodic summaries/MIS for management review.
• Prepare and format professional Excel, PowerPoint and Word documents.
• Coordinate domestic/international travel, hotels, visas, itineraries and expense claims.
• Support exhibitions, conferences, customer visits, vendor meetings and associated logistics.
• Maintain systematic electronic records and handle confidential information appropriately.
• Use AI and productivity tools for research, drafting, meeting notes, data organization, analysis and routine administrative work.
• Apply human judgement and independently review, validate and correct all AI-generated output before it is used, circulated or submitted. AI output should never be treated as final without verification.

Candidate Profile

Qualification: Graduate in any discipline; business administration/secretarial qualification preferred.

Experience: 3–6 years in Executive Assistant, Business Coordinator or similar role, preferably supporting a CEO/Business Head.

Essential Skills:

• Excellent written and spoken English and strong business communication.
• Strong Excel skills , including maintaining structured databases, trackers, filters, formulas, lookups, PivotTables and basic MIS/reporting.
• Very good working knowledge of Outlook, Word and PowerPoint.
• Strong organization, coordination and follow-through/closure mindset .
• Ability to manage multiple priorities and deadlines independently.
• Comfortable using modern AI/productivity tools , preferably including AI-assisted Excel/data-management tools.
• Ability to use AI efficiently without blindly relying on its output ; strong human review, fact-checking and judgement are essential.
• High confidentiality and professional maturity.
• Multilingual/foreign-language capability would be an advantage.

Preferred: Experience in manufacturing, engineering, energy, electrical or technology companies and exposure to international customers/vendors and travel.

Key Performance Indicators

Timely closure of actions • Accuracy and daily upkeep of databases/trackers • Quality of communication and documentation • Response/follow-up turnaround • Meeting and calendar effectiveness • Travel/administrative coordination • Reduction in CEO's administrative workload