Elixr Labs
Website:
theelixrlabs.com
Job details:
Executive Assistant to the CEO
Role Purpose
To maximize the CEO's effectiveness by eliminating administrative overhead, ensuring
flawless execution of schedules and travel, driving executive follow-ups, and enabling the
CEO to focus on strategic growth, customer relationships, investments, and business
expansion.
Key Responsibilities
1. CEO Time Management (Highest Priority)
• Own and optimize the CEO's calendar.
• Protect the CEO from unnecessary meetings and interruptions.
• Prioritize appointments based on business impact.
• Ensure every meeting has a clear objective, agenda, and expected outcome.
• Maintain adequate travel and preparation buffers.
2. Executive Travel Management
• Plan domestic and international business travel.
• Coordinate flights, accommodation, visas, transportation, and meeting logistics.
• Prepare comprehensive travel itineraries with contingency plans.
• Ensure zero disruptions and high-quality execution.
3. Meeting & Decision Execution
• Prepare briefing notes before every meeting.
• Capture action items, owners, and deadlines.
• Track execution across teams until completion.
• Follow up proactively and escalate delays.
4. CEO Productivity Management
• Save at least 3–4 hours of the CEO's time daily.
• Filter emails, calls, and meeting requests.
• Coordinate approvals and documentation.
• Organize information for faster decision-making.
5. Strategic Coordination
Coordinate cross-functional activities supporting:
• Sales and key customer engagements.
• Strategic partnerships and government initiatives.
• Product launches and executive reviews.
• Leadership meetings and quarterly business reviews.
• Investor, board, and executive presentations.
6. Executive Communication
• Draft and coordinate CEO communications.
• Ensure timely responses to customers, partners, and stakeholders.
• Maintain confidentiality of executive information.
7. Operational Excellence
• Monitor critical deadlines across departments.
• Ensure no delays in CEO commitments.
• Resolve coordination issues before they impact business.
• Maintain executive dashboards for priorities and pending decisions.
Success Metrics (KPIs)
• Zero scheduling conflicts.
• 99% on-time executive meetings.
• Zero travel disruptions due to planning failures.
• 100% follow-up on CEO action items.
• 95% completion of executive tasks before deadlines.
• Save a minimum of 15 hours of CEO time per week.
• Daily executive brief delivered before the start of the workday.
• Weekly priority dashboard with risks, pending decisions, and follow-ups.
Required Competencies
• Exceptional planning and organizational skills.
• Strong business communication.
• High attention to detail.
• Ability to anticipate issues before they occur.
• Excellent stakeholder management.
• Strong execution and follow-through.
• High integrity and confidentiality.
• Ability to work in a fast-paced startup environment.
Experience & Qualifications
• Bachelor's degree in Business Administration, Management, Commerce, or a related
discipline. MBA or Executive Assistant certification is an added advantage.
• 5–10 years of experience as an Executive Assistant, Executive Coordinator, Chief of
Staff (Junior), or in a similar executive support role.
• Minimum 3 years supporting C-level executives (CEO, Founder, COO, or
Managing Director).
• Proven experience managing complex executive calendars, business travel,
appointments, and high-priority meetings with flawless execution.
• Experience working in a fast-paced technology, healthcare, startup, consulting, or
corporate environment.
• Demonstrated ability to coordinate with senior leadership, customers, partners,
vendors, and government stakeholders.
• Strong experience in tracking executive action items, strategic initiatives, and
ensuring timely follow-up and execution.
• Excellent planning, organizational, multitasking, and problem-solving skills with
exceptional attention to detail.
• Strong written and verbal communication skills in English; proficiency in
Malayalam is preferred.
• Advanced proficiency in Microsoft Office 365, Google Workspace, Microsoft Teams,
Zoom, and project management tools such as ClickUp, Asana, Monday.com, or Jira.
• Familiarity with AI productivity tools such as ChatGPT, Microsoft Copilot, Gemini,
or Notion AI to improve executive productivity is highly desirable.
• Demonstrated ability to maintain the highest level of confidentiality, professionalism,
and discretion while handling sensitive business information.
• A proactive, ownership-driven mindset with the ability to anticipate executive needs,
resolve issues independently, and consistently save executive time through efficient
planning and coordination.
Definition of Success
A successful Executive Assistant enables the CEO to focus almost entirely on:
• Growing revenue.
• Winning strategic customers and partnerships.
• Expanding into Healthcare, GovTech, and international markets.
• Driving AI-led innovation and product strategy.
• Building leadership relationships and representing Elixr externally.
The Executive Assistant owns everything else required to ensure the CEO's day runs
efficiently, commitments are honored, and strategic initiatives move forward without delays.
Click on Apply to know more.