Executive Assistant to CEO

Job Overview The Personal Assistant (PA) will support the Chief Executive Officer (CEO) by managing the CEO's schedule, handling communication, helping with important meetings, and supporting both internal work and external clients. You must be organized, detail-focused, and comfortable working in a fast-moving technical and strategic environment.

Position: Personal Assistant Job Timings: 1:30 PM – 10:30 PM (Afternoon Shift) Location: Goa

ROLES AND RESPONSIBILITIES Manage the CEO's Calendar and Meetings Keep the CEO's calendar organized and free from conflicts. Plan and prioritize daily, weekly, and monthly schedules. Block time for focused work, strategic thinking, and key meetings. Schedule internal team meetings, client calls, and investor discussions. Make sure the CEO has meeting agendas and background documents in advance. Send reminders and follow-ups for important appointments.

Communicate and Coordinate with Clients and External Partners Arrange all client meetings, technical reviews, and partner discussions. Maintain a tracker for client tasks, deadlines, and project follow-ups. Write and send emails, reports, and presentation slides professionally. Set up logistics for visits – book flights, hotels, prepare itineraries, and meeting setups. Support cross-time zone scheduling for international clients (United Kingdom, India, Europe).

Document Management and Project Assistance Help prepare and proofread documents such as NDAs, MoUs, project charters, grant applications, and investor reports. Maintain organized digital folders with proper file naming and version control. Track the status of research project proposals, funding submissions, and commercial deals. Ensure all project documentation is up to date and shared with the right people.

Internal Support to the CEO Act as a bridge between the CEO and department heads (technical, finance, human resources, legal, and operations). Regularly collect and report updates on project goals, timelines, and action points that need CEO input. Help manage task tracking tools and project dashboards using software like ClickUp, Notion, or Trello. Ensure that internal workflows are moving smoothly and deadlines are met.

Confidential and Strategic Support Handle sensitive and confidential information with complete trust and care. Assist with preparing documents and presentations for board meetings and investor briefings. Support data collection and preparation during external due diligence or audits. Write clear summaries after important meetings – listing key decisions and next steps.

• 2–4 Years
• Immediate Joiners Will Be Preferred
• Bachelor's degree in Business Administration, Engineering, Communications, or a related field.
• Prior experience working with senior executives, founders, or research and development leaders.
• Excellent written and spoken English – especially for writing formal emails, reports, and presentations.
• Strong scheduling and time management skills – using tools like Google Calendar and Microsoft Outlook
• Attention to detail – especially when reviewing documents or handling multiple deadlines.
• Good organization skills – keeping both digital and physical files neat and easy to access.
• Able to work in a technical and research-based environment – experience in engineering or technology is helpful.
• Professional behaviour – able to represent the CEO and the company with politeness and clarity.
• Proactive attitude – take initiative without being told every step.
• Confidentiality – must protect sensitive information at all times.
• Multitasking ability – manage many small and large tasks together, without dropping anything.