Executive Assistant to CEO / Founder's Office

The India Fitness Connect Pvt Ltd · India

Location: Mumbai

Reporting To: CEO / Founder

Employment Type: Full-time

About the Role

We are a fast-growing organisation with ambitious plans for the future, and we are looking for a highly capable, proactive and exceptionally organised Executive Assistant to the CEO / Founder’s Office .

This is far more than a traditional Executive Assistant position .

The person in this role will become an important extension of the CEO and will be responsible for taking significant operational and administrative load off the CEO’s shoulders. The objective is simple:

Enable the CEO to focus on strategy, business growth, customers, people and critical decisions by ensuring that routine follow-ups, information flow, meetings, commitments and administrative matters are proactively managed and closed.

The ideal candidate will have the maturity to interact confidently with the Senior Management Team, the discipline to follow through relentlessly, the ability to understand priorities and the judgement to distinguish between matters that require the CEO’s immediate attention and those that can be independently handled.

This is a high-trust, high-responsibility role for someone who enjoys working at the centre of a fast-moving business.

Key Responsibilities1. CEO’s Office & Management Follow-up

• Act as an effective extension of the CEO in following up with the Senior Management Team on agreed actions, commitments and routine deliverables.
• Maintain a comprehensive Action Tracker / CEO Follow-up Dashboard covering commitments made during meetings, reviews and discussions.
• Proactively follow up with functional heads and senior managers to ensure actions are completed within agreed timelines.
• Obtain updates, supporting information and explanations wherever required.
• Escalate delays, bottlenecks and critical exceptions to the CEO with appropriate context.
• Ensure that the CEO does not have to repeatedly chase people for routine updates.
• Maintain a clear record of pending, completed and overdue actions.
• Follow through until closure rather than merely forwarding reminders.

2. MIS, Reports & Management Information

• Coordinate with Senior Management and various functions to collect monthly MIS, business reports, performance data and other management information required by the CEO.
• Establish and maintain a calendar for periodic reports and MIS submissions.
• Ensure that information is received accurately and within defined timelines.
• Consolidate information from different functions into structured and easy-to-understand formats.
• Review submissions for completeness, inconsistencies, missing information and obvious gaps before presenting them to the CEO.
• Highlight important movements, exceptions, delays or issues requiring management attention.
• Maintain an organised repository of recurring reports, presentations, MIS and management documents.

3. CEO’s Calendar, Meetings & Itinerary Management

• Manage the CEO’s calendar and ensure optimal utilisation of her time.
• Coordinate and schedule meetings with internal and external stakeholders.
• Understand the purpose and priority of each meeting and ensure appropriate preparation.
• Coordinate meeting agendas, participants, timings, locations and virtual meeting arrangements.
• Avoid unnecessary scheduling conflicts and ensure adequate preparation time between important meetings.
• Maintain a forward-looking view of the CEO’s commitments and upcoming priorities.
• Coordinate travel itineraries, appointments and related arrangements wherever required.

4. Meeting Preparation & Follow-through

The EA will be expected to ensure that the CEO walks into every important meeting fully prepared .

Responsibilities will include:

• Preparing meeting briefs and background notes.
• Collecting relevant data and information from internal teams.
• Coordinating with stakeholders to obtain required inputs.
• Preparing or coordinating presentations, reports, dashboards and other meeting artifacts.
• Ensuring that previous meeting minutes, commitments and action points are available when relevant.
• Keeping all required documents, presentations and reference material ready in advance.
• Recording important decisions and action points arising from meetings.
• Ensuring that agreed actions are subsequently entered into the CEO Action Tracker and followed through to closure.

5. CEO’s Email Management

The EA will be entrusted with appropriate access to the CEO’s email and will play an important role in managing the flow of correspondence.

This will include:

• Monitoring the CEO’s mailbox and prioritising incoming communication.
• Identifying routine matters that can be responded to independently on behalf of the CEO.
• Drafting and sending appropriate responses after understanding the context and expected outcome.
• Coordinating with relevant internal teams to obtain information required for responding to emails.
• Identifying emails requiring the CEO’s personal attention and bringing them to her notice promptly.
• Clearly highlighting the action required, background, urgency and recommended response wherever appropriate.
• Ensuring important emails do not get overlooked or buried in the inbox.
• Maintaining appropriate confidentiality and discretion at all times.

The objective is not merely to manage the CEO’s inbox, but to ensure that the CEO spends her time only on matters that genuinely require her attention.

6. CEO’s Priorities & Personal Organisation

• Maintain visibility of the CEO’s key priorities, commitments and deadlines.
• Proactively remind the CEO about important upcoming meetings, decisions, commitments and deliverables.
• Anticipate requirements and arrange information or resources before they are requested.
• Keep the CEO's daily and weekly schedule organised and purposeful.
• Help create sufficient preparation time for important meetings and decisions.
• Ensure that routine administrative matters are handled without unnecessarily involving the CEO.

7. Cross-functional Coordination

• Work closely with Finance, HR, Sales, Operations, Projects, Marketing and other functional teams as required.
• Obtain information and coordinate activities across departments on behalf of the CEO.
• Communicate professionally with senior management, employees, customers, consultants, business partners and other stakeholders.
• Develop effective working relationships across the organisation to ensure timely execution.

8. Confidentiality & Executive Discretion

Given the nature of the role, the EA will have access to highly confidential information relating to the company, its people, customers, finances, business plans and strategic initiatives.

The candidate must therefore demonstrate:

• Absolute confidentiality and discretion.
• Professional maturity.
• Sound judgement.
• High personal integrity.
• Ability to handle sensitive information responsibly.
• Ability to remain composed and professional in demanding situations.

What Success in This Role Looks Like

After settling into the role, the CEO should experience a significant reduction in time spent on:

• Routine follow-ups
• Chasing pending information
• Collecting MIS
• Coordinating meetings
• Managing routine correspondence
• Preparing meeting material
• Tracking commitments
• Organising schedules
• Following up on routine administrative matters

The EA should create a situation where the CEO can increasingly focus her time on business growth, strategy, key customers, leadership, decision-making and other high-value priorities.

Candidate Profile

We are looking for someone who is:

• Highly organised and structured in their approach.
• Exceptionally good at follow-up and closure.
• Proactive rather than reactive.
• Comfortable interacting with senior management.
• Assertive enough to obtain information and action from senior stakeholders while remaining respectful and professional.
• A strong communicator, both written and verbal.
• Excellent at drafting emails and business correspondence.
• Comfortable working with MIS, Excel, PowerPoint and other business productivity tools.
• Capable of preparing high-quality presentations and management documents.
• Able to understand business discussions and convert them into clear actions.
• Extremely detail-oriented without losing sight of the bigger picture.
• Capable of handling multiple priorities simultaneously.
• Comfortable working in a fast-paced and evolving organisation.
• Discreet, trustworthy and mature.
• Someone who naturally thinks “What needs to happen next?” rather than waiting to be told.

Desired Experience & Qualifications

• MBA or equivalent qualification from a Premium Institution is a must.
• Experience as an Executive Assistant, Executive Coordinator, Management Office / Founder’s Office professional, or similar role will be a distinct advantage.
• Prior experience supporting a CEO, Founder, MD, Director or senior business leader would be strongly preferred.
• Experience working with senior management and coordinating across multiple functions.
• Strong proficiency in MS Office – particularly Excel, PowerPoint and Outlook .
• Experience in preparing MIS, management reports and presentations will be an advantage.

Key Competencies

Ownership | Follow-through | Organisation | Communication | Business Acumen | Confidentiality | Executive Presence | Attention to Detail | Prioritisation | Problem Solving | Proactiveness | Time Management

Why This Role Matters

This is an opportunity to work very closely with the CEO and the Senior Management Team , gaining a broad understanding of how a growing business operates.

The role offers significant exposure to:

• Business strategy and decision-making
• Senior management
• Key customers and stakeholders
• Cross-functional business operations
• Management reviews and MIS
• Strategic initiatives and projects
• Business growth and expansion

If You Are the Person Who...

... has a MBA from a top institution,

...doesn't wait for someone to remind you,

...follows up until things get done,

...can walk into a meeting fully prepared because you anticipated what would be required,

...can distinguish between what the CEO needs to know and what she doesn't need to spend time on,

...and take genuine ownership of making the CEO more effective...

we would like to hear from you.