Position Overview
We are seeking a highly skilled and experienced Executive Assistant to support the Managing Director (MD) and Chief Executive Officer (CEO) for our Vadodara, Gujarat location. This pivotal role requires exceptional organizational, technical, and interpersonal skills to ensure seamless management of the MD & CEO’s professional responsibilities and daily activities. The ideal candidate will act as a strategic partner, providing administrative, operational, and executive support with utmost discretion and professionalism.
Key Responsibilities
1. Administrative and Organizational Support
· Calendar Management: Efficiently manage and optimize the MD & CEO’s schedule, prioritizing appointments, meetings, and tasks.
· Correspondence Handling: Draft, review, and proofread communications, reports, and other documents with high accuracy and professionalism.
· Documentation Management: Maintain confidential records, prepare reports, and manage documentation for easy access and retrieval.
· Task Delegation: Facilitate delegation of tasks to appropriate team members and ensure timely follow-ups.
2. Travel Planning and Coordination
· Plan and organize domestic and international travel itineraries, including flight bookings, accommodations, visas, and ground transportation.
· Proactively manage changes or disruptions in travel schedules.
· Align travel arrangements with the CEO's preferences and priorities.
3. Meeting and Event Coordination
· Schedule and organize meetings, prepare detailed agendas, and document key takeaways through minutes.
· Ensure follow-ups on action items and maintain accountability for deadlines.
· Organize virtual meetings via MS Teams/Zoom, troubleshooting technical issues as needed.
· Assist in planning and executing official events, conferences, and corporate functions.
4. Interdepartmental Liaison
· Act as a primary point of contact between the MD & CEO and internal departments.
· Facilitate smooth communication and task coordination across teams and stakeholders.
· Ensure timely reporting and progress tracking of delegated tasks.
5. Accompaniment and On-Site Support
· Accompany the MD & CEO during official meetings and trips, providing real-time support.
· Manage on-ground requirements such as presentations, documentation, and logistics.
· Take notes during meetings and ensure follow-up actions are communicated effectively.
6. Technology and Presentation Support
· Create professional and visually compelling presentations using MS PowerPoint.
· Maintain proficiency in MS Office Suite (Word, Excel, PowerPoint) for advanced document and data handling.
· Leverage productivity tools and software for task management, scheduling, and collaboration.
Skills and Qualifications
Professional Skills
· Proven expertise in managing complex schedules, travel arrangements, and high-level meetings.
· Strong written and verbal communication skills for effective interaction with internal and external stakeholders.
· Exceptional organizational and multitasking abilities to handle competing priorities.
· Discretion and confidentiality in managing sensitive information.
Technical Proficiency
· Advanced knowledge/Certificate of MS Office Suite (Word, Excel, PowerPoint).
· Proficiency in virtual meeting platforms such as MS Teams and Zoom, with the ability to set up and troubleshoot.
Soft Skills
· Strong problem-solving and decision-making capabilities.
· High emotional intelligence (EQ) for managing interpersonal relationships with diplomacy.
· Flexibility and adaptability to dynamic schedules and changing priorities.
· Attention to detail to ensure all deliverables are precise and error-free.
Preferred Experience
· A minimum of 5–8 years of experience in an executive-level support role.
· Familiarity with the Fintech industry or domain is a plus.
· Multilingual abilities are an added advantage for international coordination.
Traits and Characteristics
· Proactive and resourceful in anticipating the needs of the MD & CEO.
· Impeccable grooming and a professional demeanor to represent the executive office.
· Ability to work under pressure and manage crisis situations with composure.
· Cultural awareness and sensitivity.
· Can maintain confidentiality on various matter.
Salary and Perks
· Salary: Competitive salary as per industry standards.
· Provident Fund (PF) and Gratuity: Contributions and benefits provided as per statutory norms.
· Leaves: Earned leaves and public holiday leaves as per company and government policies.
· Weekly Off: Saturday and Sunday off, except during emergencies or exigencies.
· Working Hours: Standard working hours not exceeding 48 hours per week, ensuring work-life balance.
· Insurance: Comprehensive group insurance including health, life, and accident coverage as per company policy.
Why Join Us?
We are the fastest growing Start-up working with banks, regulators and government based in Vadodara, Gujarat. The role offers an opportunity to work closely with top leadership, gain insights into strategic decision-making, and play a critical part in driving organizational success. If you are detail-oriented, tech-savvy, and thrive in a dynamic, fast-paced environment, we encourage you to apply.
Job Location: Vadodara, Gujarat Reporting to: Managing Director & CEO Employment Type: Full-time | Company website:
Job Type: Full-time
Benefits:
- Health insurance
- Paid time off
- Provident Fund
Application Question(s):
- How many years of experience do you have as an Assistant?
- Are you ready to relocate to the Vadodara location?
- Have you previously created and delivered professional presentations or reports to stakeholders or clients?
- How would you rate your proficiency in Microsoft Excel and Word ?
Willingness to travel:
- 25% (Required)
Work Location: In person