Executive Assistant To Chief Executive Officer

Job Description: Executive Assistant to CEO

Location: Kolkata
Company: Dot & Key
Position Type: Full-Time
Preferred Gender: Female
Experience Required: 8+ years
Qualification: Minimum Graduate

About Dot & Key:
Dot & Key is a dynamic and rapidly growing skincare and wellness brand, known for its innovative products and customer-centric approach. As we continue to expand our footprint, we are seeking an experienced and highly organized Executive Assistant to support our CEO in executing daily operational and strategic tasks. The ideal candidate will have a strong background in executive assistance, with a proven track record of managing high-level responsibilities and providing proactive support.

Roles and Responsibilities:

As the Executive Assistant to the CEO, you will play a key role in ensuring the smooth functioning of the CEOs office. You will be responsible for managing complex schedules, coordinating critical communications, and supporting strategic initiatives.

Key Responsibilities:

• Executive Support:
• Act as a trusted advisor to the CEO, assisting with both personal and professional tasks.
• Provide high-level administrative support to the CEO, including managing daily schedules, appointments, and travel logistics.
• Proactively anticipate needs, prioritize urgent tasks, and handle daily communications efficiently.
• Screen and filter incoming communications, including emails, phone calls, and messages, ensuring that only essential matters are brought to the CEO’s attention.
• Calendar and Schedule Management:
• Coordinate and maintain the CEO’s calendar, ensuring that meetings, appointments, and deadlines are organized and well-prioritized.
• Schedule and coordinate meetings, conferences, and calls, both internal and external.
• Ensure all pre-meeting preparations are made (agenda, materials, travel details, etc.).
• Travel Coordination:
• Arrange business travel for the CEO, including flights, accommodations, ground transportation, and itineraries.
• Ensure all travel logistics are smooth and well-organized, managing any changes that may arise.
• Project Management Support:
• Assist the CEO in managing various projects and initiatives, ensuring timelines and deliverables are met.
• Track project progress, follow up on deliverables, and manage stakeholders to ensure alignment with organizational goals.
• Communication Management:
• Draft, proofread, and send correspondence on behalf of the CEO, ensuring all communication is timely and professional.
• Prepare presentations, reports, and other documents for meetings and strategic initiatives.
• Handle confidential information with the utmost discretion and professionalism.
• Liaison Between CEO and Other Stakeholders:
• Serve as a primary point of contact between the CEO and various internal and external stakeholders.
• Build and maintain strong relationships with key business partners, clients, and team members.
• Represent the CEO in meetings and conferences when needed.
• Office and Administrative Management:
• Oversee office administration tasks, including ordering supplies, managing office equipment, and maintaining a pleasant and efficient office environment.
• Ensure the CEO’s office runs smoothly by coordinating with other departments and maintaining operational efficiencies.
• Event Coordination:
• Organize high-profile events, conferences, and internal team-building activities for the CEO.
• Coordinate all event logistics, including venue booking, attendee invitations, and post-event follow-up.
• Research and Analysis:
• Conduct research on various topics as required by the CEO (market trends, competitor analysis, etc.).
• Provide insights and analysis to support decision-making.
• Confidentiality and Discretion:
• Maintain the highest level of confidentiality when handling sensitive business information.
• Exercise discretion in all matters concerning the CEO’s business, personal, and professional matters.
• Ad-Hoc Tasks:
• Assist the CEO with ad-hoc projects, errands, and personal tasks, as needed.
• Perform other related duties as assigned by the CEO to support business and personal requirements.

Skills and Qualifications:

• Experience: A minimum of 8 years of experience in an Executive Assistant or similar administrative role, preferably supporting senior-level executives.
• Education: Minimum graduate qualification in any discipline (Business Administration or Management degree preferred).
• Strong Organizational Skills: Ability to multitask, prioritize, and manage multiple projects simultaneously in a fast-paced environment.
• Exceptional Communication: Strong written and verbal communication skills; ability to draft professional emails, reports, and presentations.
• Tech-Savvy: Proficiency in MS Office Suite (Excel, Word, PowerPoint) and familiarity with productivity tools (e.g., Slack, Zoom, Google Workspace).
• Discretion and Confidentiality: Ability to handle confidential information with the utmost discretion and professionalism.
• Problem-Solving Skills: Proactive in anticipating challenges and offering effective solutions.
• Attention to Detail: Highly organized, detail-oriented, and meticulous in ensuring accuracy and timeliness in all tasks.
• Time Management: Strong ability to manage time effectively and meet deadlines, even under pressure.
• Team Player: Collaborative and able to work well with various internal and external stakeholders.
• Adaptability: Ability to thrive in a dynamic, fast-changing work environment.

Additional Information:

• Location: This role is based out of Kolkata.
• Working Hours: Monday to Friday (10:00AM to 6:30PM), 1st, 3rd and 5th Saturdays working (10:00AM to 3:30PM). 2nd and 4th Saturdays and Sundays- weekend off.
• Gender Preference: Female candidates only for this role.
• Compensation: Competitive salary package commensurate with experience.

If you are an experienced Executive Assistant looking to make an impact in a fast-growing company, we encourage you to apply and become part of the Dot & Key family.