Company: STEM Learning Pvt. Ltd.

Department: CEO Office / Operations

Designation: Executive Assistant to CEO – Operations

Location: Lower Parel, Mumbai

Employment Type: Full-time

Reporting To: Chief Executive Officer

Experience: 3–6 Years

About STEM Learning

STEM Learning Pvt. Ltd. is a CSR-funded social enterprise working in STEM education across India. The organisation works with corporates, government bodies and schools to implement large-scale education and social-impact programs.

Role Overview

We are looking for a highly organised, proactive and execution-focused Executive Assistant to the CEO – Operations who will work closely with the CEO to track, coordinate and monitor key operational priorities across the organisation.

This is not limited to traditional executive assistance. The role will act as an important coordination and monitoring layer between the CEO and various functional/operations teams, ensuring that key priorities, commitments, action items and deadlines are tracked and followed through.

The person will be expected to understand ongoing operational matters, seek regular updates from respective teams, identify delays or gaps, escalate critical issues and provide the CEO with clear and timely updates.

The ideal candidate should be comfortable working across multiple functions, following up with senior stakeholders, handling confidential information and working in a fast-paced environment where priorities can change quickly.

Key Responsibilities1. Operations Tracking & Monitoring

Work closely with the CEO to track important operational priorities across the organisation.
Maintain visibility on key initiatives, projects, deadlines and commitments assigned to different teams.
Regularly collect and consolidate updates from functional and operational teams.
Track progress against agreed timelines and highlight delays, dependencies and bottlenecks.
Follow up with respective stakeholders to ensure timely closure of pending action items.
Maintain an updated tracker of key operational priorities and action points.
Identify areas requiring the CEO's attention and escalate them appropriately.
Ensure that important operational updates do not remain pending or uncommunicated.

2. CEO Updates & Reporting

Prepare regular and concise updates for the CEO on the status of key operational activities.
Consolidate information received from different departments into clear management-level updates.
Highlight completed activities, pending items, delays, critical issues and required interventions.
Ensure the CEO has timely visibility of operational developments.
Prepare daily/weekly trackers, MIS and status reports as required.
Support the CEO in reviewing organisational priorities and follow-up actions.

3. Cross-Functional Coordination

Coordinate closely with Operations, Programs, HR, Finance, CSR Partnerships, Sales and other functional teams.
Act as a coordination point between the CEO's office and department heads/team leaders.
Follow up on tasks and commitments arising from meetings or discussions with the CEO.
Ensure action items have clear ownership and timelines.
Coordinate with multiple stakeholders to obtain information, updates and required documents.
Maintain professional and timely communication with internal stakeholders.

4. Action Item & Follow-Up Management

Record and track action items arising from CEO meetings and discussions.
Maintain a central action tracker with responsibility, timelines and status.
Follow up proactively with stakeholders before deadlines.
Flag overdue or delayed action items to the CEO.
Ensure closure updates are documented and communicated.
Follow through on critical matters until completion rather than limiting the role to coordination.

5. Meeting & Review Coordination

Coordinate meetings involving the CEO and internal/external stakeholders.
Prepare agendas, background information and relevant updates before meetings.
Ensure the required data and information is available before review meetings.
Document key discussions, decisions and action points.
Track post-meeting actions and follow up with respective owners.
Support periodic operational reviews and management meetings.

6. Operational Problem Tracking

Develop an understanding of ongoing operational challenges across functions.
Identify recurring delays, gaps or dependencies through regular follow-ups.
Bring critical operational concerns to the CEO's attention with relevant facts and status.
Coordinate with concerned teams to understand the issue and current action plan.
Maintain visibility on resolution timelines and follow up until closure.

7. Calendar & Priority Management

Manage and coordinate the CEO's calendar based on organisational priorities.
Schedule internal and external meetings and ensure appropriate prioritisation.
Avoid scheduling conflicts and ensure adequate preparation time for important meetings.
Prepare the CEO with relevant briefs, documents, presentations and updates before key meetings.
Track follow-up requirements arising from meetings.

8. Communication & Documentation

Draft and coordinate professional internal and external communications on behalf of the CEO where required.
Prepare notes, summaries, presentations, trackers and reports.
Maintain organised records of important operational and management documents.
Ensure sensitive and confidential information is handled with appropriate discretion.
Maintain proper documentation of key decisions, commitments and action items.

9. Travel & Logistics

Coordinate domestic and international travel arrangements for the CEO where required.
Manage itineraries, accommodation, meeting schedules and related logistics.
Coordinate travel-related documentation and expense reporting.
Ensure travel plans are aligned with the CEO's meeting and operational schedule.

10. Special Projects & Strategic Initiatives

Support the CEO on special projects and organisation-wide initiatives.
Assist in research, data gathering, presentations and management reports.
Support the CEO in tracking strategic initiatives and their execution.
Coordinate with relevant teams to ensure timely progress on special assignments.
Take ownership of ad-hoc assignments and ensure timely completion.

Key Deliverables

The person in this role will be expected to ensure:

Clear visibility of important operational priorities for the CEO.
Timely collection and consolidation of operational updates.
Regular follow-up on pending actions and commitments.
Early identification and escalation of delays and critical issues.
Accurate and timely MIS/trackers for management review.
Effective coordination between the CEO's office and functional teams.
Closure of action items within agreed timelines.
Better visibility and accountability on organisation-wide operational priorities.

Required Qualifications & Experience

Bachelor's degree is required.
MBA or equivalent postgraduate qualification will be an added advantage.
3–6 years of relevant experience in Executive Assistance, Operations Coordination, Project Coordination, Management Office, CEO Office or a similar role.
Experience working directly with senior management/CXO-level leadership will be preferred.
Candidates with exposure to operations, project tracking or cross-functional coordination will be preferred.

Required Skills & CompetenciesCommunication

Excellent written and verbal communication skills.
Ability to communicate professionally with senior stakeholders.
Strong ability to prepare concise management-level updates.

Organisation & Follow-Up

Strong organisational and time-management skills.
Excellent follow-up and tracking abilities.
Ability to manage multiple priorities simultaneously.
Strong attention to detail.

Analytical & Reporting Skills

Ability to understand operational information and identify gaps.
Comfortable working with trackers, MIS, reports and dashboards.
Ability to consolidate information from multiple teams and present it clearly.

Stakeholder Management

Strong interpersonal and stakeholder-management skills.
Ability to coordinate with different departments and levels of management.
Confidence to follow up with senior stakeholders professionally and consistently.

Execution Orientation

Strong ownership and bias towards action.
Ability to follow tasks through to closure.
Proactive approach to identifying pending items and potential delays.
Ability to work independently with minimal supervision.

Technology

Strong proficiency in MS Office / Google Workspace.
Good working knowledge of Excel/Google Sheets, PowerPoint/Google Slides, Word/Google Docs and Calendar.
Comfortable maintaining trackers and preparing MIS reports.

Personal Attributes

We are looking for someone who is:

Highly proactive and organised.
Responsible and dependable.
Comfortable working under pressure.
Strong on follow-ups and execution.
Discreet when handling confidential information.
Comfortable working with senior leadership.
Able to manage ambiguity and changing priorities.
Solution-oriented rather than simply reporting problems.
Comfortable coordinating with multiple teams simultaneously.

Laptop Requirement

A personal laptop is mandatory for this role.

The candidate must have their own functional laptop and should be comfortable using it regularly for work-related coordination, reporting, documentation, communication and operational tracking.

Why This Role

This role provides an opportunity to work directly with the CEO and senior leadership, gain broad exposure to organisation-wide operations and play an important role in ensuring that key priorities and initiatives are effectively tracked and executed.

If you are someone who enjoys coordination, ownership, follow-ups, operational tracking and working closely with senior leadership, this role could be a strong fit.

Location: Lower Parel, Mumbai

Employment Type: Full-time

Experience: 3–6 Years

Reporting: Chief Executive Officer

Executive Assistant to CEO Operations