Executive & Personal Assistant to CEO

Hunchs

We are looking for an Executive & Personal Assistant to manage and assist our CEO of Somish Solutions Limited in executing his professional and personal responsibilities.

Key Responsibilities

Professional & Corporate Support

• Calendar Management: Organizing meetings, handling reschedules, and coordinating appointments.
• Email Management: Managing multiple email accounts for the CEO, including outreach, data extraction, and correspondence as needed.
• Event Management: Coordinating with multiple vendors, sourcing resources, and managing company and personal events
• Salary Approvals: Coordinating and preparing salary approvals for the CEO.
• Bookkeeping Coordination: Working with Chartered Accountants for personal bookkeeping, income tax returns, and NRI day calculations.
• Team Coordination: Liaising with internal team members to support the CEO s requirements and directives.
• Project Coordination & Follow-ups: Assisting with ongoing projects and ensuring timely completion of assigned tasks.
• Finance Coordination: Working closely with the finance team for payments, invoicing, and budgeting activities.
• Office Management: Dubai office management

Personal & Lifestyle Management

• Medical & Insurance Coordination: Scheduling medical appointments and obtaining necessary insurance approvals.
• Travel Arrangements: Handling visas, tickets, hotels, and transportation for the CEO, family members, and others as instructed.
• Vendor Management: Identifying new vendors, coordinating with existing ones, and maintaining vendor ledgers.
• House Management: Managing personal staff salaries, advance accounts, and insurance and visa renewals for domestic employees.
• Banking & Financial Coordination: Liaising with UAE and Indian banks, managing personal and company accounts, and approving vendor payments.
• Payments & Financial Tracking: Handling EMI schedules, credit card summaries, school fees, memberships, utility bills, and other personal payments.
• Property & Maintenance Oversight: Coordinating house maintenance work with contractors and multiple vendors.
• Documentation & Administrative Work: Managing documents for personal and company needs, including loan applications and official paperwork.
• Insurance Management: Maintaining vehicle, health, and life insurance policies for the CEO and family (India and UAE).
• Personal Assistance: Managing personal errands and ad hoc requests as required.

Soft Skills Required For This Role

Note-Taking Expertise: You should be skilled at capturing detailed notes efficiently whether shorthand or fast typing. The CEO will delegate once, and it s your job to document accurately and share back for approval.

High Availability, Flexible Location: The CEO maintains an intense schedule (up to 16 hours a day) and values an EA who s dependable, responsive, and adaptable when needed. While these high-demand moments aren t daily, your availability during such times is crucial.

Facetime with CEO: The CEO is based in Dubai and travels to Delhi once a month. You may be required to travel or meet in either city.

Strong Communication Skills: Excellent English, both written and verbal, is critical. Your ability to communicate effectively will directly help in reducing the CEO s workload and maintaining clarity across all interactions.

Tech-Savvy: Proficiency in working on Google / excel sheets is a must. Should preferably have adequate proficiency in Google Workspace (Docs, Sheets, Calendar, Gmail) and comfort with modern tools and platforms are must-haves.

Internet Fluency: You should be adept at online research, comfortable navigating internet culture, and a regular user of apps and digital platforms.

Attitude Required

Positive and Composed: The CEO operates in a high-pressure environment, so a calm, cheerful demeanor is vital.

Ownership Mindset: Take full accountability. Anticipate needs, act proactively, and execute tasks seamlessly without requiring reminders or follow-ups.

Work-Driven Ethic: The CEO lives by work is worship, and expects the same dedication and drive toward scaling the business.

Extreme Attention to Detail: Be hyper-organized, observant, and detail-oriented. Notice what others might miss, and take initiative to address gaps before they turn into problems.

Fast Learner, Action-Oriented: Adapt quickly and resolve challenges with a solution-focused mindset.

Experience Requirements

Previous experience in high-growth, fast-paced organizations.

5+ years of experience supporting founders, CXOs, or senior executives.

Key Deliverables

• Develop a deep understanding of the CEO s priorities and manage their time effectively.
• Oversee the CEO s calendar, schedule meetings, prepare agendas, capture minutes, and ensure follow-ups are tracked to completion.
• Communicate on behalf of the CEO with internal teams and external stakeholders.
• Prioritize competing requests, resolve issues proactively, and meet deadlines consistently.
• Coordinate and manage recruitment logistics when required.
• Assist the CEO with strategic and ad hoc projects, including planning and executing team activities.
• Manage complex travel arrangements both domestic and international including itineraries, agendas, and meeting documentation.
• Anticipate and prepare for all pre- and post-travel or meeting requirements.
• Ensure smooth operational execution of the CEO s initiatives. Act as the bridge between ideas and action making sure key projects move forward.
• Collaborate cross-functionally to ensure alignment with organizational goals.