Strategic Executive Assistant & Resource Planning Specialist

Position Overview:
Sigma Solve Inc. is seeking a highly motivated, detail-oriented, and proactive professional to serve as a Strategic Executive Assistant & Resource Planning Specialist.
This role will provide direct support to the CTO while also overseeing resource planning,
workload management, and reporting using Asana. The ideal candidate should have a
computer science background, experience in the IT services industry, and deep familiarity
with project management tools, especially Asana.
The Executive Assistant & Resource Planner will work hybrid from the Ahmedabad office
report directly to the CTO. The primary focus will be to keep the CTO updated on project
progress, ensure resource availability, manage workload distribution, and take detailed notes during meetings.

This individual will also act as a liaison between project managers, developers, and leadership
while ensuring resource capacity planning, skills matrix management, and efficient reporti

Key Responsibilities:
1. Executive & Administrative Support
Provide direct administrative assistance to the CTO, managing emails, scheduling
meetings, and preparing reports.
Handle confidential information with utmost diligence and discretio
Assist in drafting and reviewing technical documents, reports, and presentations.
2. Resource Planning & Workload Management
Monitor team capacity and availability to optimize resource utilization.
Collaborate with Project Managers to track resource allocation and identify potential
bottlenecks.
Maintain a skills matrix (in Asana or Excel) to track individual proficiencies and update
regularly.
Ensure accurate workload distribution across projects and flag potential risks to t
CTO.
Implement best practices in resource forecasting, demand planning, and utilization
tracking.
3. Asana Expertise & Reporting
Configure and maintain Asana Workload, Portfolios, and Reporting Dashboards f
real-time project tracking.
Implement automation rules and integrations to streamline task assignments, status
updates, and dependencies.
Generate custom reports and dashboards in Asana to track project progress, resource
capacity, and workload balance.
Ensure timely and accurate project status updates in Asana and provide data-driven
insights.
Train and guide team members on best practices for Asana usage and resource
tracking.

4. Meeting Coordination & Note-Taking
Schedule and coordinate meetings between the CTO, project managers, and
development teams.
Take detailed notes during meetings, tracking key takeaways, decisions, and action
points.
Prepare structured summaries and reports to keep the CTO updated on project
progress.
Ensure that all follow-ups and next steps are documented and communicated effectivel
5. Liaison Between Teams
Serve as a bridge between the CTO, project managers, and developers, ensuring
smooth and timely communication.
Monitor and ensure the availability of PMs and developers for discussions, meetings,
and project updates.
Ensure that resource and workload updates are effectively shared with releva
stakeholders.
6. Multitasking & Ad-Hoc Responsibilities
Handle multiple priorities efficiently, ensuring the CTO has all necessary updates
materials.
Assist in vendor coordination, travel arrangements, and IT-related administrative tasks.
Provide support in evaluating technical solutions and coordinating software trials as
needed.

Required Qualifications & Skill
Experience: Minimum 3+ years as an Executive Assistant, Resource Planner, or Asana
Specialist in an IT services or technology company.
Education: Computer Science/IT background is a must.
Industry Knowledge: Understanding of IT services, software development processes, and
technology trends.
Asana Mastery: Proven expertise in Workload, Portfolios, Reporting, Dashboards, and
Automation Rules.
Resource Planning & Workload Management: Ability to effectively track and mana

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resources across multiple projects.
Skills Matrix Management: Ability to create and maintain a detailed skills matrix (in Asana or
Excel).
Excel Proficiency: Strong skills in Microsoft Excel (or Google Sheets) for managing resour
reports and analytics.
Reporting & Data Accuracy: Experience in data-driven decision-making and timely
reporting.
Confidentiality: Diligent in handling sensitive and confidential informat
Logical & Analytical Thinking: Strong problem-solving skills with the ability to think critically
and logically.
Multitasking Ability: Capable of handling multiple priorities and responsibilities efficient
Proactive & Quick Learner: Takes initiative, adapts to new challenges, and is solution-driven.
Go-Getter & Doer: A self-starter with a strong sense of ownership and accountability.

Preferred Certification
Asana Certified Pro or Advanced Certification Demonstrates expertise in Asanas feat
and workflow automatio
Project Management Certifications (PMP, CAPM, or CSM) A plus but not mandator
Excel/Google Sheets Advanced Certification For improved data handling and reportin

Who Should the Resource Planner Report To
The Resource Planner & Asana Expert will report to the CTO because:
The role is deeply integrated with the CTOs strategic planning and execution.
The CTO needs accurate real-time data on project progress, resource availability, and
bottlenecks.
It ensures direct alignment with technology leadership and project priorities.
However, the Resource Planner will closely collaborate with:
Project Managers for day-to-day workload tracking and resource adjustments.
Head of Delivery to ensure project timelines and staffing needs are met effici