Executive Assistant

Role Overview

We are looking for a highly organized, proactive, and execution-driven Executive Assistant who can operate as a true extension of leadership. This role goes beyond administrative support it requires strong task management discipline, structured project tracking ability, and exceptional communication skills.

You will act as the coordination anchor between leadership, internal teams, and external stakeholders ensuring clarity, accountability, and seamless execution. While this is not a standalone Project Manager role, it requires hands-on experience in managing workflows, tracking initiatives through structured tools, and communicating expectations clearly across all levels of the organization.

The ideal candidate brings clarity to ambiguity, communicates with confidence and maturity, builds structured systems, and ensures nothing falls through the cracks.

Key Responsibilities

1. Execution & Task Management

• Own the centralized task management system for leadership.
• Break down leadership directives into clear, actionable tasks with defined owners and timelines.
• Communicate expectations clearly to teams and ensure alignment on deliverables.
• Conduct structured follow-ups and ensure timely completion of tasks.
• Escalate delays professionally with context and solution-oriented recommendations.
• Maintain visibility dashboards to track progress and bottlenecks.
• Ensure client deliverables and internal priorities are executed on time.

2. Project Coordination & Tracking

• Support planning and execution of cross-functional and client-related projects.
• Develop project plans, milestone trackers, and execution roadmaps.
• Monitor dependencies, risks, and timelines while proactively communicating updates.
• Provide structured status updates to leadership with clarity and conciseness.
• Ensure continuity of projects in leadership's absence.
• Assist in implementation of new initiatives and process improvements.

3. Communication & Stakeholder Management

• Act as a key communication bridge between leadership, employees, and external stakeholders.
• Draft professional emails, meeting summaries, and structured updates.
• Convert discussions into clear action items and accountability matrices.
• Represent leadership with maturity, confidence, and professionalism.
• Facilitate effective meetings by setting agendas and documenting outcomes.

4. Tool-Based Workflow Management

• Manage and optimize task and project management platforms (ClickUp, Asana, Trello, Monday.com, etc.).
• Create boards, workflows, automation rules, and reporting dashboards.
• Ensure consistent usage of systems across teams.
• Use Excel to create structured trackers, dashboards, and performance reports.
• Leverage automation and AI-based tools to improve productivity and reporting efficiency.

5. Reporting & Documentation

• Prepare clear, concise weekly and monthly execution reports.
• Develop dashboards to track KPIs and performance metrics.
• Maintain organized documentation of projects, decisions, and company records.
• Ensure accurate, well-presented reporting to support decision-making.

6. Leadership Support

• Manage leadership calendar with strategic prioritization and clear communication.
• Coordinate high-priority and time-sensitive initiatives.
• Ensure seamless business continuity during leadership travel or absence.
• Handle confidential and sensitive information with discretion.

Skills & Qualifications

Experience

• 27 years in Executive Assistance, Operations, or coordination-heavy roles.
• Demonstrated experience managing tasks, timelines, and structured follow-ups.
• Exposure to project tracking and workflow management systems.

Communication (Critical Requirement)

• Excellent verbal and written English communication skills.
• Ability to draft professional emails, reports, and meeting summaries.
• Strong stakeholder management capability.
• Confidence in interacting with clients, senior leadership, and cross-functional teams.
• Ability to summarize complex discussions into structured action points.

Technical Skills (Must Have)

• Hands-on experience with project management tools (ClickUp, Asana, Trello, Monday.com or similar).
• Strong Excel proficiency (trackers, dashboards, pivot tables).
• Experience building structured task management systems.
• Familiarity with BI tools (Power BI or Tableau preferred).
• Comfort with automation tools and AI-based productivity platforms.

Core Competencies

• High ownership and accountability.
• Strong execution mindset.
• Structured thinking and process orientation.
• Ability to work independently and maintain momentum.
• Strong problem-solving capability.
• Professionalism and discretion.