Executive Assistant to CEO

Title - Executive Assistant to CEO

Employer - Santecare Fast Pvt Ltd

Location - Ahmedabad, India - Office Based

Working alignment - Australian business hours

Working Hours

This is a full-time position aligned with Australian time zones

• 4:00 AM – 1:00 PM (October – March)
• 5:00 AM – 2:00 PM (April – September)
• Saturday Working Hours: 7:30 AM – 11:30 AM

About the Role

This is a high-trust Executive Assistant role for someone who is confident, highly organised, dependable and excellent with people.

The successful candidate will become a central coordination point for the CEO - managing calendar access, preparing meetings, capturing decisions, maintaining action trackers and following up firmly but professionally with managers and team members.

The role also includes practical executive and office coordination. The right person should be comfortable moving between senior-management follow-up and everyday administrative tasks without losing attention to detail.

Key Responsibilities

CEO Calendar & Weekly Planning

Manage the CEO calendar and coordinate requests for meetings, appointments and access.

Conduct a structured weekly planning and priority catch-up with the CEO.

Maintain visibility of upcoming internal and external meetings, deadlines and commitments.

Coordinate with direct reports and senior management to resolve diary conflicts and ensure the CEO time is used effectively.

Arrange travel, accommodation, restaurants, appointments and other bookings when required.

Pre-Meeting Planning & CEO Preparation

Prepare the CEO for internal and external meetings in advance.

Confirm purpose, attendees, agenda, timing, location or online links and required documents.

Review previous meeting actions and identify outstanding items before the next meeting.

Prepare short briefing notes, background information, relevant correspondence and key questions where required.

Ensure meeting rooms, Teams/Zoom links, presentations and logistics are ready.

Meeting Notes, Actions & Follow-Up

Attend selected leadership, management and project meetings.

Take concise and accurate Minutes of Meeting (MoM), focusing on decisions and actions rather than unnecessary detail.

Convert discussions into clear actions with an owner and due date.

Maintain a central CEO Action Tracker: Request -> Action -> Owner -> Due Date -> Follow-Up -> Completion.

Circulate action summaries promptly and follow up until actions are closed.

Escalate overdue or important matters to the CEO rather than allowing them to disappear.

Executive Coordination & Communication

Act as a key coordination point between the CEO, Melbourne-based executive management and the Ahmedabad back-office team.

Draft clear professional emails, messages, summaries and routine correspondence.

Follow up with senior managers confidently, respectfully and persistently.

Maintain confidentiality and exercise sound judgement when handling sensitive information.

Build strong interpersonal relationships while remaining firm on deadlines and commitments.

Executive & Office Administration

Coordinate office requirements and suppliers, including routine facilities and consumable needs.

Assist with purchases, bookings, visitors, events and other practical requirements requested by the CEO.

Help monitor that routine office services and administrative arrangements are operating properly.

Take ownership of miscellaneous CEO requests and identify the right person to complete them rather than allowing tasks to remain unallocated.

Candidate Profile

We are looking for attitude, judgement and follow-through as much as previous job titles. The person should demonstrate

Excellent spoken and written English communication

Strong interpersonal and people skills

Professional confidence and emotional intelligence

A firm but respectful follow-up style

Exceptional organisation and attention to detail

Reliability, punctuality and consistency

Ability to handle pressure and multiple priorities

Discretion, integrity and trustworthiness

Common sense and practical problem-solving

High ownership - if a task is accepted, it is tracked until completion

Strong learning attitude, curiosity and hunger to develop

Confidence working with senior executives across cultures and locations

Comfort working to Australian / Melbourne business hours from Ahmedabad

Experience & Skills

Approximately 1-3+ years in Executive Assistant, Personal Assistant, Office Coordinator, Founder's Office, Administration or a similar coordination role is desirable.

A high-potential candidate with less experience may be considered if communication, maturity, ownership and follow-up ability are exceptional.

Strong Microsoft Outlook, Teams, Word, Excel and PowerPoint skills.

Experience with Google Workspace, task trackers and AI productivity tools is advantageous.

Graduate qualification preferred, but capability and attitude are more important than a specific degree.

Pay

₹30,000.00 - ₹40,000.00 per month

Work Location

In person