Executive Assistant to CEO and Executive Operations Coordinator

Executive Assistant to CEO and Executive Operations Coordinator

Job Type: Full-time, Permanent Location: India, Remote Initially Work Arrangement: Remote initially, with potential hybrid or in-office work in Hyderabad in 2027-2028 Business Hours: U.S. Eastern Time business hours. Approximately 7:30 PM to 3:30 AM IST during U.S. standard time, and 6:30 PM to 2:30 AM IST during U.S. daylight saving time. Reports To: Chief Executive Officer

About the Role

We are a growing U.S.-based IT services and technology reseller with back-office operations and support teams in India and Latin America.

We are hiring a highly organized, mature, and confidential Executive Assistant to support the CEO directly. This role combines executive support, meeting management, project coordination, leadership follow-up, and CEO office operations.

The successful candidate will help the CEO stay focused on high-value priorities by managing schedules, preparing meetings, tracking decisions, following up on commitments, organizing documents, and coordinating key company projects.

This is a high-trust role. You will have access to confidential business, financial, personnel, client, leadership, and limited personal information. Discretion, good judgment, strong English, and reliability are essential.

Key ResponsibilitiesCEO Support

• Manage the CEO’s calendar, meeting schedule, reminders, and priorities
• Coordinate internal and external meetings across U.S., India, Peru, and other time zones
• Prepare meeting agendas, pre-reads, background information, and follow-up materials
• Review and organize incoming requests, emails, documents, and meeting invitations
• Flag urgent items, decisions, risks, and deadlines requiring CEO attention
• Draft professional emails, messages, summaries, and follow-up communication for CEO review
• Coordinate travel, appointments, and limited personal logistics when assigned

Leadership Meeting Management

• Support weekly leadership meetings, revenue meetings, strategy meetings, and one-on-one meetings
• Record decisions, action items, owners, deadlines, and blockers
• Maintain a leadership action tracker
• Follow up with department heads before deadlines
• Escalate overdue, blocked, or high-risk items to the CEO
• Create concise meeting summaries and send them to appropriate attendees

Executive Operations and Project Coordination

• Maintain the CEO’s master priority list and company transformation tracker
• Track major projects across Finance, Operations, HR, Sales, Service Delivery, compliance, systems, hiring, and consultants
• Maintain project status, owners, deadlines, deliverables, risks, and next steps
• Coordinate meetings, documents, and deliverables with consultants, vendors, contractors, and internal leaders
• Ensure action items from consultants and leadership are tracked through completion
• Prepare simple decision briefs for the CEO that summarize the issue, recommendation, cost, risk, owner, and deadline

Document and Information Management

• Organize confidential CEO, leadership, consultant, finance, HR, legal, and project documents
• Maintain secure folders, meeting notes, decision logs, action trackers, and executive dashboards
• Ensure documents are stored in approved company systems
• Maintain version control and easy access to current documents
• Protect all confidential information and follow company security requirements

Hiring and Administrative Coordination

• Coordinate candidate interviews, leadership interviews, consultant calls, and follow-up communication
• Track candidate status, interview feedback, screening information, and next steps
• Support contract, NDA, invoice, and approval routing
• Assist with creating presentations, meeting notes, reports, and executive documents
• Coordinate with Operations, HR, Finance, Sales, and Service Delivery as needed

Required Skills and Experience

• 4 or more years of experience supporting a CEO, founder, executive, senior leader, or business owner
• Experience working in an Executive Assistant, Chief of Staff Assistant, Executive Operations, or Project Coordinator role
• Excellent spoken and written English
• Strong organization, follow-up, prioritization, and time-management skills
• Ability to work independently with limited direction
• Strong judgment and ability to handle confidential information
• Experience supporting meetings, calendars, executive communications, and action tracking
• Advanced Microsoft 365 skills, including Outlook, Teams, Word, Excel, PowerPoint, and SharePoint or OneDrive
• Experience using project-management, CRM, HR, or finance platforms such as Zoho, ClickUp, Asana, Monday.com, HubSpot, Salesforce, or similar systems
• Comfortable working U.S. Eastern Time business hours
• Stable internet connection and professional remote-work environment

Preferred Experience

• Experience supporting a CEO in an IT services, MSP, technology, SaaS, cybersecurity, consulting, or professional services company
• Experience coordinating teams across the United States, India, and Latin America
• Experience creating executive dashboards, reports, and PowerPoint presentations
• Experience working with Finance, HR, Sales, Operations, and Service Delivery leaders
• Experience supporting a founder-led or rapidly growing company

Success Measures

Success in this role means:

• The CEO enters meetings prepared with the right information
• Every meeting has documented decisions, owners, and deadlines
• Leadership action items are tracked and followed up consistently
• The CEO has a clear daily and weekly view of priorities, risks, decisions, and overdue items
• Consultants, department leaders, and project owners receive timely follow-up
• Important work does not get lost across emails, chats, meetings, and documents
• Confidential information remains secure and properly organized
• The CEO spends more time on strategy, growth, clients, partnerships, and major decisions

Application Instructions

Please include the following in your application:

• Your experience supporting a CEO, founder, or senior executive.
• Your experience working U.S. Eastern Time business hours from India.
• The tools you have used for calendar management, project tracking, meeting notes, and executive reporting.
• An example of how you tracked action items across multiple department heads.
• Your current salary, expected salary, and notice period.
• Your English proficiency rating from 1 to 10.
• A short written example of a professional follow-up email you would send after a leadership meeting.

Pay: ₹28,000.00 - ₹37,000.00 per month

Benefits:

• Flexible schedule
• Internet reimbursement
• Paid sick time
• Paid time off
• Work from home

Work Location: Remote

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