Executive Assistant to Chief Executive Officer

Job Description

Location: Mumbai, Maharashtra, India Reporting To: Chief Executive Officer, 9Point Capital Work Hours: Full-time (approximately 9 hours per day). Flexibility to support after hours and on weekends as needed for urgent tasks. Role Overview The Executive Assistant to the CEO is a highly responsible role that ensures the CEO can focus on high-priority business goals by efficiently managing both professional and personal tasks. In this pivotal position, you will act as a trusted right-hand to the CEO, providing comprehensive administrative support and coordinating strategic initiatives across the company. The ideal candidate is a proactive problem solver with exceptional project management, coordination, and communication skills. You should be comfortable working across various business functions (operations, marketing, technology, etc.), liaising with multiple stakeholders, and making informed decisions aligned with the CEO’s vision. This role requires utmost professionalism, discretion, and alignment with the CEO’s strategic priorities. Key Responsibilities Calendar & Travel Management: Manage the CEO’s professional and personal calendar, schedule meetings and appointments, and organize complex travel itineraries (domestic and international). Ensure efficient time management by prioritizing engagements and setting up reminders for important deadlines and events. Communication & Correspondence: Act as the primary point of contact on behalf of the CEO for internal teams and external stakeholders. Handle and draft emails, letters, and other communications with a polished, professional tone. Screen phone calls and inquiries, and respond or escalate as appropriate to maintain smooth communication flow. Meeting Coordination: Coordinate and orchestrate meetings – prepare agendas, compile necessary documents or presentations, and record minutes and action items. Follow up with team members on deliverables discussed in meetings to ensure timely execution. When required, represent the CEO in meetings or lead them in the CEO’s absence, ensuring objectives are met and information is relayed accurately. Project Tracking & Follow-up: Oversee and track the progress of key projects and initiatives that involve the CEO. Work closely with cross-functional teams (Operations, Marketing, Technology, etc.) to monitor project milestones, send reminders for upcoming deliverables, and ensure alignment with the CEO’s directives. Provide the CEO with regular status updates and proactively resolve minor issues to prevent escalation. Stakeholder Coordination: Liaise with investors, clients, partners, and board members on behalf of the CEO, coordinating calls, meetings, or events. Ensure the CEO is well-prepared for engagements with briefing documents, background information, and talking points as needed. Maintain professional relationships and communication channels that reflect the CEO’s and the company’s values. Administrative Support: Provide comprehensive administrative assistance to the CEO, including managing files and documentation, preparing reports, spreadsheets, and presentations, and handling office tasks such as expense tracking and invoice processing. Assist in research and data compilation to support decision-making by the CEO. Personal Assistance: Handle select personal responsibilities for the CEO to help balance professional demands. This may include managing personal appointments, coordinating personal travel or household logistics, and running occasional personal errands – all with the same level of diligence and confidentiality as business tasks. Confidentiality & Discretion: Maintain strict confidentiality of sensitive information and conversations. As a trusted aide, you will handle classified information, contracts, and strategic documents; absolute trustworthiness and discretion are paramount. Proactive Support: Anticipate the CEO’s needs by staying one step ahead in planning and execution. Proactively identify issues or bottlenecks and resolve them without needing direction, allowing the CEO to remain focused on strategic matters. Provide suggestions and input aligned with the CEO’s vision, and step in to make informed decisions or recommendations when delegated. Office Coordination: Foster a positive and well-organized working environment around the CEO. Coordinate with the admin/office management for resources the CEO needs, help plan company events or leadership off-sites, and ensure the CEO’s office operations run smoothly on a daily basis. Required Skills and Qualifications Education & Experience: Bachelor’s degree in Business Administration or a related field is preferred. Proven experience (approximately 3-7 years) in an Executive Assistant, or senior administrative role supporting C-level executives . Prior exposure to startup or fast-paced environments is an advantage. (While experience in finance or digital assets is not mandatory, the ability to quickly learn industry context is important.) Project Management & Organizational Skills: Exceptional ability to manage multiple projects and tasks simultaneously, with superb organization and an eye for detail. Demonstrated experience in coordinating cross-functional initiatives and driving them to completion is highly valued. Communication Skills: Excellent verbal and written communication skills. Ability to craft clear, concise correspondence and reports. Comfortable interacting with high-profile external stakeholders and internal teams at all levels. Fluency in English is required; proficiency in Marathi, Hindi and other local languages is a plus for local coordination. Technical Proficiency: Strong proficiency in productivity and collaboration tools (e.g., Microsoft Office Suite, Google Workspace). Familiarity with project management tools or CRM systems is a plus. Aptitude for adopting new software or tech platforms used by the company. Problem-Solving & Decision-Making: Highly intelligent and resourceful , capable of analyzing situations and making decisions independently when needed. A proactive mindset in troubleshooting issues and addressing questions, with the judgment to know which matters to handle directly and which to escalate to the CEO. Interpersonal Skills: High emotional intelligence, professionalism, and a friendly demeanor. Able to build rapport and effective working relationships across diverse teams (from technical staff to marketing teams) and with external partners. Influential when coordinating others, ensuring cooperation without formal authority. Discretion & Trustworthiness: Must demonstrate impeccable integrity and the ability to handle confidential information with the utmost discretion . The CEO must be able to trust you completely with sensitive business and personal matters. Time Management & Flexibility: Superior time management skills with a proven ability to meet deadlines. Flexibility to adapt to changing priorities and availability beyond standard hours , including evenings or weekends, to accommodate urgent tasks or international time zones. A willingness to “go the extra mile” when the job requires. Attention to Detail: Keen attention to detail in every aspect of work – from scheduling to drafting communications – ensuring accuracy and quality. Nothing slips through the cracks under your watch. Alignment with Vision: A strategic mindset aligned with the CEO’s vision and the company’s mission. You should be able to understand the broader business objectives of 9Point Capital and ensure your support activities contribute to those goals. An interest in finance or digital assets is a plus, as it will help contextualize your work, but more importantly, you should be eager to learn and contribute meaningfully to our mission. Personal Attributes Proactive & Self-Motivated: Takes initiative without waiting for instructions; anticipates needs and acts accordingly to support the CEO and the business. Hands-on & Adaptive: Willingness to handle a wide array of tasks – big or small – with a positive, can-do attitude. Comfortable in a startup-like environment where you might wear multiple hats and priorities can shift quickly. Reliable & Professional: Consistently dependable in follow-through. Exhibits professionalism and composure, especially under pressure or tight deadlines. Strategic Thinker: Able to see the bigger picture and understand how various tasks and projects tie into company strategy. Offers input and feedback when appropriate, functioning as a thought partner to the CEO in addition to executing delegated tasks. Detail-Oriented: Meticulous in work habits, ensuring high quality in documents, communications, and scheduling. Catches mistakes or issues early and fixes them proactively. Trustworthy & Ethical: Demonstrates a strong sense of ethics and loyalty. Maintains confidentiality and acts in the best interest of the CEO and the company at all times. Why Join 9Point Capital? As a rapidly growing digital asset management company in India, 9Point Capital offers a dynamic environment where your work will have a visible impact. You will work one-on-one with a visionary CEO , gaining exposure to high-level decision-making and a wide range of business functions. This role is an opportunity to grow as a strategic business enabler while being at the forefront of the digital assets revolution. We foster a culture of innovation, trust, and excellence – and as the Executive Assistant (Strategic Support), you will be at the heart of it, helping drive our mission forward. If you are a highly organized, intelligent, and proactive professional who thrives on enabling leadership success and managing diverse responsibilities, we invite you to apply and become a key part of 9Point Capital’s journey.