Executive Assistant to HOD

Key Responsibilities

1. Calendar Management

• Manage and maintain the CEOs calendar ensuring effective prioritization of meetings appointments and commitments.
• Schedule internal and external meetings including leadership discussions board meetings and client interactions.
• Coordinate meeting logistics (venue agenda materials participants).
• Proactively resolve scheduling conflicts and optimize time management.
• Ensure adequate preparation time and alignment with business priorities.

2. Travel Management

• Plan and coordinate domestic and international travel arrangements for the CEO.
• Arrange flights accommodation visa requirements and ground transportation.
• Prepare detailed travel itineraries with meeting schedules contacts and logistics.
• Handle last-minute travel changes or emergencies efficiently.
• Ensure cost-effective and compliant travel bookings as per company policies.

3. Expense Management

• Manage and track the CEOs expense reports ensuring timely submission and accuracy.
• Verify supporting documents and compliance with company expense policies.
• Coordinate with finance teams for reimbursements and reporting.
• Maintain records and prepare expense summaries when required.
• Monitor budget allocations related to executive expenses.

4. Event Management

• Plan and execute corporate events leadership meetings conferences and offsites involving the CEO.
• Coordinate logistics including venue selection vendors catering travel and materials.
• Collaborate with internal teams to ensure smooth event execution.
• Manage invitations RSVPs and communication with attendees.
• Ensure high-quality stakeholder experience and post-event follow-ups.

5. Visitor Agenda & Management

• Manage all visitor interactions for the CEOs office including clients partners and internal stakeholders.
• Prepare visitor agendas aligning with business objectives and CEO priorities.
• Coordinate meeting schedules logistics and hospitality arrangements.
• Act as the primary point of contact for visitors ensuring a professional experience.
• Maintain records of visits and follow-up actions.

6. Stakeholder Coordination & Communication

• Serve as a liaison between the CEO and internal departments leadership teams and external stakeholders.
• Draft and review correspondence presentations and reports on behalf of the CEO.
• Ensure timely communication and follow-ups on key action items.

7. Confidentiality & Executive Support

• Handle sensitive and confidential information with utmost discretion.
• Support the CEO in strategic initiatives and special projects.
• Prepare briefing notes meeting agendas and minutes as needed.
• Anticipate the CEOs needs and proactively resolve issues.

Key Skills & Competencies

• Strong organizational and time management skills
• Excellent verbal and written communication
• High level of professionalism and confidentiality
• Ability to multitask and work under pressure
• Attention to detail and problem-solving mindset
• Strong coordination and stakeholder management skills
• Proficiency in MS Office (Outlook Excel PowerPoint Word)
• Adaptability and proactive approach

Qualifications & Experience

• Bachelors degree in Business Administration or related field
• 510 years of experience as an Executive Assistant (preferably supporting senior leadership/CEO)
• Experience in handling complex calendars travel and executive coordination
• Prior exposure to event management and stakeholder engagement preferred

Key Performance Indicators (KPIs)

• Efficient calendar utilization and time optimization
• Accuracy and timeliness of travel and expense management
• Quality of event execution
• Stakeholder satisfaction (internal & external)
• Responsiveness and turnaround time for tasks