Job Title: Executive Assistant (CEO Operations)
Experience: 3-5 years of experience
Location: Bangalore Work From Office (WFO)
Role Overview
The Executive Assistant owns the operational engine of the CEO's day. This role ensures the CEO's time, communication, and calendar are managed with precision so the CEO can operate at maximum velocity without operational drag.
This is a mature, trusted role focused on operational excellence, discretion, and consistency. The EA acts as the CEO's bandwidth extension for all operational and administrative mattersprotecting the CEO's time, filtering noise, and ensuring nothing falls through the cracks.
North Star Principles
Principle: What It Means -
Protect CEO's Time
Filter all inbound requests ruthlessly. Every meeting, call, and email that reaches the CEO should truly require their attention.
Calendar Efficiency
Be clear, committed, and contextual. Every calendar block should have purpose, prep materials, and appropriate buffers.
Appreciative Response
Every communication gets a clear, kind responsewhether it's a yes with calendar details or a not at this time with grace.
Design the Play
Be preemptive. Know all moving pieces and address them before they become problems. CEO should never be surprised.
Prioritize Revenue
When in doubt, prioritize tasks that generate or protect revenue. Profit solves all problems.
Key Areas of Responsibility
Email & Communication Management
- Own the CEO's inbox end-to-end: triage, draft responses, follow-ups
- Goal: Zero inbox by 10 AM and 5 PM daily
- Respond on CEO's behalf for scheduling, declining invitations, and routine requests
- Flag only items requiring CEO's direct attention with clear context
- Maintain email templates for common responses (investment opportunities, event invitations, partnership requests)
Calendar Management
- Manage CEO's calendar completely: scheduling, rescheduling, buffers, preptime
- Ensure meetings are well-prepared with agendas, links, and pre-reads
- Maintain CEO's Perfect Week structure (protected focus time, meeting blocks, personal time)
- Audit calendar 6 weeks ahead: confirm invites, follow up on pending responses
- Coordinate with CEO's family for personal commitments and balance
Travel Coordination
- Plan and book all travel: flights, hotels, ground transportation
- Maintain detailed Trip Files with all confirmations, itineraries, and documents
- Add all travel details to calendar with reminders and documentation
- Handle delays, cancellations, and rebooking proactively
- Know CEO's preferences: airlines, seat types, hotel chains, timing
Action Tracking & Follow-Up
- Track action items from all CEO meetings and nudge owners for follow-up
- Maintain running list of commitments made by CEO and ensure delivery
- Close loops on all open itemsCEO should never have to ask what happened with X
- Prepare meeting summaries and next steps for CEO's reference
Stakeholder Coordination
- Act as liaison between CEO and internal teams/external stakeholders
- Coordinate with other executives EAs for scheduling
- Manage speaking engagement requests and podcast scheduling
- Team communication: relay information between CEO and departments
Gifting & Relationship Management
- Manage gifting for clients, partners, friends, and family on behalf of CEO
- Research appropriate gifts based on recipient, occasion, and relationship importance
- Get CEO approval on gift selections before purchasing
- Track shipping and delivery, update CEO on gift status
- Maintain gifting calendar for birthdays, anniversaries, holidays, and milestone events
- Build and maintain a preferred vendors/gift options list for quick reference
- Handle thank-you notes and follow-up acknowledgments
Purchasing & Expense Management
- Handle company purchases on CEO's behalf following purchasing guidelines
- Manage CEO's personal purchases as directed
- Process returns and exchanges efficiently
- Order books, audiobooks, and learning materials as requested by CEO
- Handle larger purchases with appropriate approvals and documentation
- Facilitate personal bill payment and expense reports
- Liaise between Executive Office and Finance/Controller as needed
Speaking Engagements & Podcasts
- Manage inbound speaking and podcast requestsevaluate fit, decline gracefully when needed
- Schedule quarterly podcast recording days to batch interviews efficiently
- Coordinate with podcast hosts: send calendly links, gather show requirements
- Research potential podcasts: format, audience size, alignment with CEO's brand
- Prepare CEO with show notes, host background, and talking points before recordings
- Track speaking engagement commitments and ensure all logistics are confirmed
Systems & Password Management
- Manage 1Password or equivalent password manager for CEO's accounts
- Save and organize login credentials securely
- Maintain operational systems and hygiene so nothing falls through
- Oversee general Executive Office management (phones, computers, equipment)
- Create and maintain Standard Operating Procedures for recurring tasks
Event Planning & Coordination
- Organize and oversee corporate events aligned with business goals
- Coordinate CEO's attendance at networking events, conferences, and dinners
- Manage event logistics: RSVPs, transportation, accommodation, briefing materials
- Plan personal events for CEO and family as needed
Task Cadence
- DailyReview CEO's calendar for the day aheadensure all prep is complete
- Process CEO's inbox: Goal is Zero Inbox by 10 AM and 5 PM
- Process your own inbox and tasklist
- Schedule calls/meetings as requested
- Prepare for daily CEO sync with updated Admin Agenda
- Research/book any requested travel
- Brief review of calendar for 6-weeks ahead
- End of day: Address lingering questions, compile tomorrow's to-do list
Weekly
- Full calendar audit for 6 weeks ahead
- Confirm all pending calendar invitesfollow up on non-responses
- Review and update travel schedule
- Confirm family commitments and personal appointments
- Coordinate with CEO's spouse on upcoming events/travel
Problems This Role Absorbs
- Inbox overload and response delays
- Calendar chaos and context switching
- Missed follow-ups or dropped commitments
- Scheduling coordination back-and-forth
- Travel logistics and rebooking hassles
- Operational distractions that fragment CEO's focus
How the CEO Benefits
- Zero cognitive load from inbox and scheduling
- Clean, well-structured days with appropriate prep and buffers
- Fewer distractions and interruptions
- Confidence that communication and follow-ups are handled
- Starts every day clear on priorities, not logistics
Success Looks Like
- CEO attends meetings back-to-back without operational stress
- Inbox is always under controlno email older than 24 hours without response
- Zero missed commitments or follow-ups
- CEO never asks what time is my meeting or where's that document
- Travel runs smoothly with no last-minute scrambles
- CEO gains 5+ hours/week back from administrative tasks
Ideal Candidate ProfileBackground & Experience
- 3-5+ years experience as Executive Assistant to C-level executives
- Experience in fast-paced tech/SaaS or high-growth startup environment preferred
- Track record of supporting demanding, high-performing executives
- Bachelor's degree preferred; demonstrated capability more important than credentials
Core Competencies
- Exceptional organizational skills and attention to detail
- Outstanding written and verbal communication
- Advanced proficiency in productivity tools (Google Workspace, Slack, calendar management)
- Strong judgment on prioritization and knowing what matters
- Proactive problem-solvinganticipates needs before they arise
- Discretion and confidentialityhandles sensitive information appropriately
Working Style
- High sense of urgency without letting quality slip
- Thrives in fast-paced, demanding environments
- Service-oriented mindsetgenuinely enjoys enabling others success
- Flexible and adaptablecomfortable with changing priorities
- Reliable and consistentCEO can count on things being done
- Positive attitude and professional demeanor in all interactions
Working Relationship with CEO
- Daily sync meeting (initially 30 min, reducing to 15 min as rapport builds)
- Initially meet daily, then 3x/week after 4-6 weeks, then weekly after 3 months
- Full visibility into CEO's inbox and calendar
- Real-time communication channel (Slack/Voxer) for urgent matters
- Build and maintain detailed Admin Meeting Agenda for each sync
