Executive – CEO Office & Administration

Executive – CEO Office & Administration

Location: Dehradun, Uttarakhand

Employment Type: Full-time

Experience: 5–10 years

Salary: Depending on experience and suitability

Reporting To: CEO / Managing Director

About the Company:

We are a growing Defence & Homeland Security company engaged in the supply, integration, deployment and development of specialised security and strategic technology solutions for Defence, Government, Police and Law Enforcement organisations.

Our work involves government departments, GeM and tender processes, OEMs, technology partners, clients, legal and professional advisors, and multiple documentation-intensive business activities.

We are looking for a mature, highly organised and trustworthy professional to work directly with the CEO and take ownership of the day-to-day functioning of the CEO Office, corporate correspondence, records, administration, scheduling and follow-up activities.

This is a position of trust and responsibility. The successful candidate should be capable of working independently, maintaining confidentiality and ensuring that important matters are properly tracked and closed.

Key Responsibilities:

1. CEO Office & Calendar Management

• Maintain and manage the CEO's daily, weekly and monthly calendar.

• Schedule, confirm and coordinate meetings, appointments and calls.

• Ensure the CEO is updated in advance regarding important meetings, appointments and commitments.

• Identify scheduling conflicts and proactively resolve them.

• Prepare daily/weekly schedules and priority lists for the CEO.

• Coordinate meeting rooms, participants, documents and other requirements.

• Maintain meeting records and follow-up actions.

2. Official Correspondence

• Manage incoming and outgoing official correspondence.

• Draft and format professional letters, emails, notices, communications and office documents.

• Maintain inward and outward correspondence registers.

• Coordinate dispatch through email, courier, registered post and other official channels.

• Track replies and follow-ups to important correspondence.

• Maintain complete records of communications with Government departments, Defence organisations, Police, clients, OEMs and business partners.

3. Corporate Records & Documentation

• Maintain systematic physical and digital filing of company documents.

• Maintain confidential CEO and corporate records.

• Organise agreements, NDAs, authorisations, government correspondence, tender documents and other important records.

• Ensure documents are properly indexed, version-controlled and easily retrievable.

• Maintain appropriate confidentiality and access control over sensitive documents.

4. Tender & Government Documentation Coordination

• Coordinate documentation required for GeM bids, government tenders and submissions.

• Track tender deadlines, corrigenda, clarifications, representations and required submissions.

• Coordinate with internal teams and OEMs for required documents.

• Maintain tender-related correspondence and records.

• Keep the CEO informed about important deadlines, pending documents and actions.

5. Legal & Corporate Administration Coordination

• Maintain and organise legal and contractual documentation.

• Coordinate with external lawyers, CA/CS and other professional advisors as directed by the CEO.

• Track legal notices, agreements, renewals, compliance documents and other important matters.

• Understand basic corporate, contractual and administrative terminology.

• Identify matters requiring escalation to the CEO or professional advisors.

• The role does not require independent legal advice or legal representation.

6. CEO Follow-up & Action Tracking

• Maintain a CEO Action Tracker for important assignments.

• Follow up with concerned employees, departments, vendors, OEMs and other stakeholders.

• Track deadlines and pending actions.

• Escalate delays and unresolved matters to the CEO.

• Ensure important instructions are followed through to completion.

7. Meeting & Management Support

• Prepare agendas and supporting documents where required.

• Take minutes of important meetings.

• Maintain action points, responsibilities and deadlines.

• Follow up on decisions taken during meetings.

• Prepare daily/weekly briefing notes for the CEO.

8. General CEO Office Administration

• Maintain important contact databases and records.

• Handle confidential communications and documents with discretion.

• Coordinate visitors and important appointments.

• Maintain office records and administrative systems.

• Support the CEO in special assignments and business coordination as required.

What We Are Looking For

We are looking for someone who is responsible, mature, discreet and self-driven, rather than someone who simply performs tasks after receiving instructions.

The ideal candidate should:

• Have 5–10 years of relevant professional experience.

• Have previous experience supporting a CEO, MD, Director, senior executive or corporate office.

• Have excellent written and spoken English.

• Have strong Hindi communication skills.

• Be highly organised and detail-oriented.

• Be comfortable handling confidential and sensitive information.

• Be capable of working independently with minimal supervision.

• Have strong follow-up and coordination skills.

• Have good judgement regarding priorities and escalation.

• Be proficient in MS Word, Excel, PowerPoint, Outlook/Email, PDF and digital document management.

• Be comfortable drafting formal business and official correspondence.

• Be disciplined regarding documentation and record keeping.

Preferred Experience

Candidates with experience in any of the following environments will be preferred:

• Defence / Security / Government-sector companies

• Government contractors

• GeM / Tender-based businesses

• Corporate administration

• Executive/CEO office

• Legal or Company Secretary's office

• CA/CS office

• Government/PSU environment

• Technology or manufacturing companies

Preferred Qualifications

• Graduate in any discipline – mandatory

• M. Com / MBA / LLB – preferred

• Secretarial or corporate administration qualifications – an advantage

Personal Attributes

The position requires a high degree of trust and ownership.

We are looking for someone who is:

Trustworthy • Discreet • Self-driven • Mature • Responsible • Organised • Proactive • Detail-oriented • Calm under pressure • Professional • Reliable

The successful candidate should be comfortable working independently and should not require continuous supervision.

A strong candidate will naturally think:

«"What is pending, what is due, what needs attention and what should I follow up on?"»

rather than waiting for the CEO to ask.

Important

This is a high-trust position within the CEO Office. The selected candidate will have access to confidential corporate, commercial, legal and business information.

A confidentiality/NDA undertaking will be required, and professional references/background verification may be conducted.

Why Join Us?

This is an opportunity to work closely with the CEO in a growing Defence & Homeland Security business and gain broad exposure to:

• Defence & Homeland Security

• Government and institutional business

• GeM and tender processes

• OEM and technology partnerships

• Corporate administration

• Legal and contractual documentation

• Business development and strategic operations

How to Apply:

Interested candidates may apply with their updated CV highlighting:

1. Total relevant experience

2. Previous experience supporting CEO/MD/Director/Senior Management

3. Experience with official correspondence and documentation

4. Government/GeM/tender experience, if any

5. Legal/corporate administration exposure

6. Current location

7. Current salary

8. Expected salary

9. Notice period

Only candidates demonstrating strong ownership, maturity, confidentiality and relevant executive-office experience will be considered.