Executive Assistant To the CEO

Job Description

We are seeking a highly organized and proactive Executive Assistant to support our CEO in developing a luxury real estate business across India. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to efficiently manage a variety of administrative tasks. This role demands discretion, professionalism, and the ability to excel in a fast-paced environment . If you're ready to make an impact, we want to hear from you! As an Executive Assistant to the CEO, your responsibilities include but are not limited to: Schedule and Appointment Management: Support the CEO by coordinating their daily agenda and managing one-on-one meetings with direct reports. Ensure timely attendance for all meetings by preparing and distributing agendas and materials in advance to facilitate productive discussions Deadline Reminders: Proactively remind the CEO of upcoming deadlines for internal and external commitments, such as reports, presentations, conferences, and projects Task Tracking: Maintain the task tracker and Management Information System (MIS), ensuring timely follow-up with employees on assigned tasks and providing updates for weekly meetings File and Hospitality Management: Oversee the organization of files, ensuring documents are scanned and systematically entered into the system while maintaining an accurate inward and outward file register Personal Finance Management: Manage the CEOs personal payments, including bills, expenses, credit cards, and bank accounts, while coordinating personal travel arrangements and expense reimbursements. Additionally, manage hospitality arrangements for the CEO, including hosting visitors as required Inquiry Response: Efficiently handle all electronic and verbal inquiries on behalf of the CEO, liaising effectively with internal departments and external organizations Event Planning: Assist in the planning and execution of corporate events and meetings, including logistics, catering, and attendee coordination. Handling gifts, birthdays, festivals, and similar occasions. Reporting and Documentation: Prepare reports and presentations, compiling data and insights to support decision-making processes Confidentiality Management: Handle sensitive information with discretion, maintaining confidentiality in all communications Additional Responsibilities: Perform any other duties assigned by the CEO or their designated representative as appropriate to the role Core Requirements Graduate in any discipline with min 10 to 12 years of experience working as an EA Excellent organizational and time management skills Excellent written and spoken communication skills. Must be able to interact with individuals at all levels of the organization Tactful and cautious in dealing with confidential information Good knowledge of O365 Applications Good multi-tasking abilities with strong follow-up skills. Ability to remain calm in stressful situations. A Go-getter who takes charge and finds solutions. Must also be detail oriented with a great work ethic. About Viceroy Properties Viceroy Properties is a Mumbai based luxury real estate developer, delivering exceptional spaces which are elegantly understated, and rooted in balanced and sustainable development practices. Our mission is to elevate the daily experiences of living, working and playing through imaginative and inspired design, meticulous planning and quality of execution. Our thoughtful, transparent and consumer centric approach is supported by a robust technology and research focus, which allows us to create unique developments which cater to our customers every need. Currently Viceroy is developing nearly 1.2mn sqft of residential RE across the western suburbs of Mumbai