Executive Assistant – Group CEO

Role Overview
We are seeking an experienced Executive Assistant with a strong track record of directly supporting a CEO, Group CEO, or founder in an international, multi-entity business.
You will manage the day-to-day running of the Group CEO’s Office, ensuring that the CEO’s time is well organized, meetings are well prepared, and decisions and commitments are followed through. The role combines executive support with close coordination across leadership teams, business functions, and regions.
We are looking for someone who can anticipate requirements, exercise sound judgement, and manage competing priorities without constant direction. You should be confident dealing with senior stakeholders, comfortable working in a fast-paced environment, and trusted to handle sensitive matters with discretion.
This is a full-time, in-office role based in India - Mumbai (Andheri), with working hours of 1:30 PM to 10:30 PM IST.
Key Responsibilities
1. Calendar and Priority Management
• Manage the Group CEO’s calendar across multiple brands, entities, and time zones.
• Prioritize meeting requests based on business needs, urgency, and the CEO’s focus areas.
• Resolve scheduling conflicts proactively and protect time for preparation, key decisions, and focused work.
• Prepare daily schedules and meeting briefs, ensuring relevant documents and background information are available in advance.
• Maintain visibility of upcoming commitments, pending approvals, and matters requiring attention.
2. Leadership and Cross-Functional Coordination
• Serve as the central point of coordination between the CEO’s Office and leadership teams across the Group.
• Work closely with HR, Finance, Payment Operations, Acquiring, Product, Technology, Revenue Operations, and Marketing to coordinate reviews, gather updates, and support executive follow-up.
• Consolidate reports and information into clear summaries, highlighting decisions required, deadlines, and outstanding matters.
• Track agreed actions, owners, and timelines, and follow up consistently through to completion.
• Flag delays and unresolved issues promptly, using judgement to distinguish routine follow-ups from matters requiring the CEO’s intervention.
3. Global and Regional Coordination
• Coordinate with leadership and operational teams across all regions where the Group has a presence, including the UK, Cyprus, Malaysia, India, Sweden, and Malta.
• Arrange meetings and business reviews across time zones, taking regional working hours into account.
• Ensure decisions, priorities, and follow-up requirements are communicated clearly to the relevant stakeholders.
• Build effective working relationships across different cultures, functions, and levels of seniority.
4. Executive Meetings and Board Support
• Organise board meetings, leadership reviews, business discussions, and groupwide town halls.
• Prepare agendas and coordinate board packs, presentations, reports, and supporting documents.
• Record accurate minutes, decisions, and action points, and circulate them appropriately.
• Maintain an organised record of meeting outcomes and follow up on outstanding commitments.
• Handle board materials and confidential discussions with discretion.
5. Travel and Logistics
• Manage domestic and international travel, including flights, accommodation, visas,
ground transport, and meeting arrangements.
• Prepare complete itineraries and ensure travel documents and logistical
requirements are in place.
• Coordinate with regional offices, hosts, and service providers ahead of travel.
• Handle itinerary changes, cancellations, and urgent requirements promptly, keeping
disruption to a minimum.
6. Communication and Stakeholder Management
• Draft and coordinate correspondence, presentations, and internal communications on behalf of the Group CEO.
• Act as a professional point of contact for board members, senior leaders, advisers, business partners, payment service providers, acquiring banks, and vendors.
• Assess incoming requests, respond within agreed authority, and direct matters to the appropriate person.
• Maintain clear records of important correspondence, commitments, and follow-up requirements.
• Exercise discretion when handling sensitive business, financial, employee, transaction-related, and regulatory information.
Essential Requirements
• 10–15 years of progressive executive support experience, including significant recent experience directly supporting a Group CEO, CEO, or founder in an international, multi-entity business.
• Demonstrated ability to anticipate executive requirements, manage competing priorities with limited supervision, and follow commitments through to closure, with sound judgement on when to escalate.
• A strong track record of managing complex calendars, international travel, executive meetings, and confidential correspondence.
• Excellent written and spoken English, including the ability to prepare concise executive summaries, professional correspondence, and accurate meeting minutes.
• Strong organizational skills, attention to detail, and consistent follow-through.
• Sound judgement, confidence, and the ability to manage priorities independently while knowing when to seek direction or escalate.
• The ability to handle senior stakeholder requests professionally, including managing competing demands and communicating changes diplomatically.
• Proven integrity and discretion in handling confidential information.
• Proficiency in Google Workspace, Microsoft Office 365, Slack, Zoom, and familiarity with project management tools such as Asana or Jira.
• Availability to work full-time from the office in India during the stated hours, with occasional flexibility for urgent executive matters and international scheduling requirements.

Employment type
Full-Time

Work arrangement
No