Executive Assistant To CEO
Job Description
Swan Solutions offering: Swan, a 500 Crore organization is a rapidly growing firm headquartered and based in Mumbai. The organization has been nurtured for over 33 years by Mr. Mohammed Sutarwala, a post-graduate from the University of Texas at Austin, USA.Swan is a successful IT Infrastructure service provider, offering IT hardware and networking solutions to a large number of BFSI , PSU & SMB and Corporate houses on Servers, Blades, Peripherals, Networks & Cloud. The company has partnered with HP, Cisco, Microsoft, Ice warp, Fluid AI.
Our major clients are SBI, SBI MF, ICICI etc. (https://www.swansol.com)
Culture at Swan : Swan believes in taking up inspiring and challenging IT projects that encourages innovation and having fun while doing so and celebrates the people who make it happen. The open-door culture at Swan ensures that anyone with a good idea can voice it in front of an audience that can help transform it from thought to reality.Accountable, Vibrant, Willing to learn, Independent, and Impactful are few words that perfectly describe the members of team Swan.
Key Responsibilities:
- Communication Management
Manage CEOs comprehensive communication channels, including emails, phone calls, and correspondence
Coordinate and schedule meetings, interviews, and executive appointments
Screen and prioritize incoming communications and requests
Prepare and draft correspondence, reports, and presentations on behalf of the CEO- Calendar and Travel Management
Maintain CEOs complex and dynamic calendar
Plan and coordinate domestic and international business travel
Make comprehensive travel arrangements including flight bookings, accommodation, transportation, and itinerary management
Ensure timely preparation of travel documents and expense reports- Administrative Support
Coordinate board meetings, executive meetings, and strategic planning sessions
Prepare meeting agendas, take minutes, and follow up on action items
Manage confidential and sensitive information with utmost discretion
Handle documentation, filing, and record-keeping systems- Business Support
Act as a liaison between CEO and internal departments (HR, Finance, Operations, Sales)
Facilitate communication between CEO and external stakeholders
Assist in preparing business reports, presentations, and performance summaries
Support special projects and strategic initiatives- Client and Stakeholder Engagement
Coordinate client meetings and executive-level interactions
Assist in preliminary research and preparation for client presentations
Help manage client relationship documentation
Qualifications:
Bachelors degree (preferably in Business Administration or related field)- 5 years of experience as Executive Assistant in IT or professional services sector
Excellent communication skills in English and Hindi
Proficiency in MS Office, Google Workspace
Strong organizational and multitasking abilities
Discretion in handling confidential information
Adaptability to fast-paced IT environment
Technical Skills:
Advanced MS Excel, PowerPoint, Word
CRM software knowledge
Digital scheduling tools
Basic understanding of IT industry processes
Personal Attributes:
Proactive and solution-oriented mindset
High emotional intelligence
Professional demeanor
Ability to work under pressure
Excellent interpersonal skills
Technical Skills:
- Software Proficiency
Advanced Microsoft Office Suite
Excel (Pivot tables, complex formulas, data analysis)
PowerPoint (Advanced presentation design)
Word (Advanced formatting, mail merge, document templates)
Google Workspace
Google Docs, Sheets, Slides
Google Calendar management
Google Drive organization- Digital Tools
Calendar Management Software
Calendly
Microsoft Outlook Advanced Features
Zoom, Google Meet scheduling
Project Management Tools
Microsoft Teams
Slack
Asana
Trello
CRM Systems
Salesforce
HubSpot
Microsoft Dynamics- Communication Platforms
Video Conferencing Tools
Zoom
Microsoft Teams
Google Meet
Communication Platforms
Slack
Microsoft Teams
Skype for Business- Cloud Platforms
OneDrive
Google Drive
Dropbox
Box- Basic Technical Knowledge
Understanding of IT infrastructure basics
Knowledge of cybersecurity protocols
Data privacy and protection awareness
Basic troubleshooting of office equipment- Productivity & Automation Tools
Zapier
IFTTT
Microsoft Power Automate
Notion- Reporting & Data Tools
Power BI
Tableau (Basic)
Advanced Excel data visualization
Certification Recommendations:
Microsoft Office Specialist
Google Workspace Certification
ITIL Foundation
Desired Technical Competencies:
Quick digital adaptation
Tech-savvy mindset
Ability to learn new software rapidly
Basic understanding of IT service delivery models
Join us to make a meaningful impact by supporting the CEO in achieving strategic goals. If you are tech-savvy, detail-oriented, and ready for new challenges, apply today!