Executive Assistant to CEO

Job Description – Executive Assistant to CEO / MD

Company: Gliven Infratech Limited

Position: Executive Assistant to CEO / MD

Experience: 3+ Years in a relevant field

Location: Warje Employment Type: Full-Time

Reporting To: Founder & CEO / Managing Director

About the Role Gliven Infratech Limited is looking for a highly organized, proactive, and responsible Executive Assistant to the CEO / MD who can work closely with the Founder & CEO and support the overall setup, organization, execution, and growth of the company. This is a dynamic and high-ownership role that goes beyond traditional executive assistance. The selected candidate will act as the right hand to the CEO/MD, coordinating across multiple functions and ensuring that important tasks, projects, follow-ups, documentation, and business activities are executed efficiently and on time. The ideal candidate should be comfortable working in a fast-paced environment, handling confidential information, coordinating with internal and external stakeholders, taking ownership of assignments, and following through until completion. Key Responsibilities 1. Executive Assistance & CEO/MD Support

● Work directly with the Founder & CEO / MD on day-to-day business activities and priorities.

● Manage the CEO/MD's schedule, meetings, appointments, follow-ups, and important commitments. ● Prepare meeting agendas, minutes, action points, reports, presentations, and other documents as required.

● Track important decisions and ensure timely follow-up and execution.

● Handle confidential and sensitive business information with complete discretion.

● Act as a key point of coordination between the CEO/MD and internal/external stakeholders. 2. Company Setup & Business Operations

● Support the Founder & CEO in setting up, organizing, and streamlining company operations.

● Coordinate various activities required for the smooth functioning and growth of the organization.

● Assist in developing processes, systems, trackers, and documentation for different business functions.

● Coordinate with multiple departments and ensure that assigned activities are completed within timelines.

● Identify pending matters and proactively follow up for closure. 3. Documentation & Records Management

● Maintain company documents, records, contracts, agreements, reports, correspondence, and other important files.

● Ensure proper organization and timely updating of physical and digital records.

● Prepare and maintain MIS reports, trackers, status reports, and management summaries.

● Coordinate the preparation and submission of required documents to various stakeholders. 4. Recruitment & HR Coordination

● Coordinate recruitment activities, including job postings, candidate communication, interview scheduling, and follow-ups.

● Coordinate onboarding and joining formalities for new employees.

● Maintain employee documentation and HR records.

● Coordinate with employees and management regarding attendance, documentation, joining formalities, and other administrative matters.

● Support the CEO/MD in building and organizing the initial team structure. 5. Project & Task Coordination

● Track projects, assignments, deadlines, deliverables, and pending tasks.

● Maintain task trackers and provide regular updates to the CEO/MD. ● Follow up with concerned team members, vendors, consultants, and other stakeholders to ensure timely completion.

● Escalate delays, challenges, and critical issues to the CEO/MD when required.

● Ensure that instructions and decisions given by the CEO/MD are translated into action and followed through to completion. 6. Vendor & External Stakeholder Coordination

● Liaise with vendors, consultants, customers, banks, government authorities, service providers, and other external stakeholders.

● Coordinate meetings, documentation, submissions, payments, follow-ups, and other requirements.

● Maintain professional communication and ensure timely responses and closures. ● Build and maintain effective working relationships with key stakeholders. 7. Compliance & Administrative Support

● Assist in coordinating statutory, regulatory, corporate, and other compliance-related activities.

● Coordinate with consultants, professionals, and relevant authorities for required documentation and submissions.

● Maintain compliance calendars and trackers.

● Ensure important renewals, submissions, registrations, and deadlines are tracked and followed up. ● Handle general administrative activities required for smooth business operations. 8. Strategic & Special Projects

● Support the Founder & CEO / MD on strategic initiatives, business planning, research, and special projects.

● Conduct basic research and prepare summaries, presentations, and reports when required.

● Coordinate cross-functional initiatives and ensure execution of strategic assignments.

● Take ownership of special projects assigned by the CEO/MD and drive them to completion. Key Skills & Competencies

● Excellent verbal and written communication skills. ● Strong organizational and time-management abilities.

● Excellent follow-up and coordination skills.

● Ability to manage multiple priorities simultaneously.

● Strong attention to detail and documentation skills.

● Proactive, responsible, and solution-oriented approach.

● Ability to work independently with minimal supervision.

● Strong interpersonal and stakeholder-management skills.

● Good proficiency in MS Office / Google Workspace, Excel, PowerPoint, and documentation tools.

● Ability to prepare professional emails, reports, presentations, trackers, and MIS.

● High level of confidentiality, maturity, and professional integrity.

● Strong ownership and ability to take tasks from instruction to completion. Who We Are Looking For The ideal candidate is someone who:

● Can work closely with the Founder & CEO / MD and understand priorities quickly.

● Is highly dependable and takes complete ownership of assigned responsibilities.

● Does not wait for repeated instructions and proactively follows up on pending matters.

● Can coordinate with multiple people and departments effectively.

● Is comfortable handling confidential information and sensitive business matters.

● Can manage both routine administrative work and high-priority business assignments.

● Has the ability to identify what needs to be done and ensure it gets completed.

● Is willing to work in a dynamic environment where responsibilities may evolve with the growth of the company. Experience & Qualification

● Minimum 3+ years of relevant experience as an Executive Assistant, Executive Coordinator, Management Assistant, Business Coordinator, Office Manager, or in a similar role.

● Bachelor's degree in Business Administration, Management, Commerce, or a related field preferred.

● Prior experience working directly with a Founder, CEO, MD, Director, or senior management will be an advantage. Success in This Role Success in this position will be measured by the candidate's ability to:

● Keep the CEO/MD organized and informed.

● Ensure important tasks and follow-ups are completed on time.

● Maintain accurate and well-organized documentation.

● Coordinate effectively across employees, vendors, consultants, customers, and authorities.

● Support smooth company operations and business setup.

● Reduce execution gaps and ensure that decisions are converted into action.

● Take ownership of assignments and drive them to successful completion. Core Purpose of the Role To act as the CEO/MD's right hand and drive the efficient setup, coordination, execution, and day-to-day operation of Gliven across functions, ensuring that priorities are organized, followed up, and completed on time.

Pay: ₹15,000.00 - ₹30,000.00 per month

Work Location: In person