EA To CEO

• Manage the Founder’s calendar, meetings, appointments, and follow-ups.
• Coordinate with internal teams, clients, and external stakeholders.
• Handle emails, calls, correspondence, and important communications.
• Prepare reports, presentations, meeting notes, and business documents.
• Track assigned tasks and ensure timely follow-up and completion.
• Conduct basic research and provide required information to the Founder.
• Assist with meetings, travel arrangements, and official activities.
• Maintain strict confidentiality of business and management information.
• Support the Founder with day-to-day coordination and other professional requirements as assigned.

Position Overview

We are looking for a proactive, well-organized and highly professional Executive Assistant (EA) to support the Managing Director in day-to-day business, administrative, coordination and strategic activities. The role requires excellent communication, confidentiality, multitasking and follow-up skills, with the ability to manage priorities in a fast-paced environment.

Key Responsibilities

• Plan, schedule and coordinate appointments, meetings, reminders, daily commitments and weekly calendars of the Managing Director.
• Receive, screen and prioritize calls and emails; take messages and ensure timely follow-up.
• Assist HNI and VIP customers, including coordination of critical outdoor catering, party orders and VIP reservations.
• Take dictations and prepare professional correspondence, notes and other communications based on instructions from the Managing Director.
• Prepare, edit and compile agendas, meeting minutes, presentations, reports and business documents.
• Organize and maintain physical and digital files, documents and office records while ensuring confidentiality and data security.
• Manage travel arrangements including flight/train bookings, hotel reservations and other travel requirements for the Managing Director and senior executives.
• Coordinate boarding and lodging arrangements for outstation visitors according to their requirements and preferences.
• Conduct primary and secondary research and prepare briefs, reports and presentations within defined timelines.
• Record important discussions and instructions of the Managing Director and convert them into actionable tasks and follow-up plans.
• Coordinate communication related to projects, new launches, expansion and diversification initiatives handled by the Managing Director's office.
• Act as a key point of contact between the Managing Director, employees, customers, vendors and other external stakeholders.
• Track work plans and tasks assigned by the Managing Director and monitor progress and deadlines.
• Coordinate with suppliers and vendors, including international vendors from countries such as China and Italy, regarding quotations, purchase orders, deliveries and payments.
• Obtain and compare quotations from suppliers, vendors and contractors and negotiate for competitive pricing and commercial terms.
• Coordinate procurement of materials and supplies based on the Managing Director's requirements and approvals.
• Coordinate maintenance, repair and upkeep of corporate offices, outlets and store infrastructure as required.
• Assist in induction and training coordination for selected employees associated with the Managing Director's office.
• Handle confidential information and sensitive business matters with a high degree of professionalism and discretion.
• Proactively identify pending matters, follow up with concerned stakeholders and ensure timely closure.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Proficiency in MS Office, MS Excel, PowerPoint and email communication.
• Strong drafting, documentation and presentation skills.
• Ability to handle confidential and sensitive information.
• Strong interpersonal and negotiation skills.
• Ability to multitask and manage changing priorities.
• Professional personality with strong attention to detail.
• Ability to interact confidently with HNI/VIP customers, senior management, vendors and external stakeholders.
• Willingness to work with flexible priorities and assigned shifts