Executive Assistant to CEO - HR Recruiting Services

We are looking for a highly organized and detail-oriented EA to join our client's team. 

The Confidential Executive Assistant will provide support as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. and you will be responsible for ensuring the smooth and efficient running of his schedules, calendars, and meetings. Your role will be critical in creating and maintaining a positive and productive workflow for the CEO. Your role will also be instrumental in fostering a positive, inclusive and productive office culture.

The ideal individual will have the ability to exercise good judgment in a variety of situations with dynamic priorities.You must have strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will work independently on given projects and must be able to work under pressure at times, to handle a wide variety of activities and confidential matters with discretion.

Key Responsibilities: Confidential Executive Assistant to the CEO:

Calendar Management

• Manage scheduling of both internal and external meetings and events based on CEO's priorities.
• Stay informed and maintain a detailed check list of CEO's Priorities and related meetings.
• Review the list with CEO on a regular basis to ensure alignment and clarity.
• Regularly review and update the calendar as per CEO's priorities and preferences.
• Proactively address potential calendar conflicts to ensure calendar is current and up to date.
• Optimize CEO's schedule to ensure maximum efficiency and improved time management for CEO. As and when needed, support the CEO with specific personal priorities like booking doctor appointments, hotel/restaurant booking for special events, etc.
•  Be the primary point of contact for meeting requests and inquiries related to the CEO's calendar.
• Promptly follow up, respond and provide all necessary information when requested.

Travel arrangements

• Meticulously plan and manage all travel plans, agenda, logistics, and itineraries.
• Be proactive in coordinating with travel and facilities team to ensure all logistics are in place before CEO's visit.
• Arrange all important documents related to travel plan and meetings and ensure to review with CEO proactively.

Expense Management

• Maintain all expenses and related reports in an organized manner.
• Timely perform all accounting tasks and file expense reports.

Project Management

• Coordinate all Executive meetings and retreats and assist with staff meetings and events as needed (both internal and external).
• Lead/assist CEO office with special projects, events, and activities.
• Coordinate with all stakeholders (both internal and external) as and when needed.
• Coordinate meetings and visits for external guests, liaising with internal stakeholders to ensure smooth logistics.

Required Skills:

1. Minimum 14 years of EA experience, within the tech services or consulting industry, supporting C level executives.
2. Polished and professional communicator, both verbal and written.
3. Ability to interact and engagement with senior stakeholders.
4. Excellent Program Management Skills - ability to multitask and work in a fast-paced environment.
5. Drive end to end handling of key tasks and activities.
6. Problem Solving skills - highly detail Oriented. Resourcefulness and ability to independently find solutions and manage projects.
7. Experience in working across different time zones and geographies (preferably USA and India); should have managed calendar and schedules accordingly.
8. Proficient in Microsoft Office and experience of working through G Suite.

Soft Skills:

1. Flexibility to work with evolving priorities of the CEO and provide best support all the time. Be
2. flexible to support urgent calendar needs after hours and over the weekend.
3. Stable, long-term orientation - track-record of staying with an organization/executive, having
4. grown in the job.
5. High service orientation - Ability to go beyond to deliver exceptional outcomes.
6. Ability to interact with senior client and coordinate with their offices.
7. Positive outlook with a can do attitude, with high drive and energy.

Educational Qualification: Bachelors/masters degree.

What is in it for you?

Fun, warm work environment Visibility to top leadership team and work directly with top leaders.

Grow with the firm - Diverse learning opportunities and career options to choose from