Executive Assistant

Description

The Executive Assistant will act as the right hand to the CEO, ensuring seamless operations, effective delegation, and timely follow-ups across teams. This is a business-oriented role requiring ownership, professionalism, and the ability to anticipate needs, allowing the CEO to focus on strategy, clients, and growth.

• Filter and prioritize incoming communication (emails, WhatsApp, LinkedIn, calls).
• Handle confidential documents and agreements with discretion.
• Assist in investor/client presentations and international business development initiatives.
• Track tasks delegated by CEO and ensure timely completion by team members.
• Ensure CEO’s extended work routine runs smoothly without operational bottlenecks.
• Research, compile, and prepare data/reports for strategic decisions.
• Follow up on proposals, approvals, escalations, and client deliverables.
• Draft, review, and send professional communications on behalf of the CEO.
• Prepare proposals, client presentations, MOMs, and reports for meetings.
• Support day-to-day personal coordination tasks that overlap with business needs.
• Act as the central point of contact between CEO and internal teams (HR, Sales, Production, Finance).
• Maintain trackers for business-critical items (sales pipeline, recruitment updates, project status).
• Manage CEO’s calendar, appointments, and travel schedules.
• Organize and coordinate CEO’s participation in industry events, conferences, and networking activities.

Requirements

Virtual Building Studio (VBS) is a global leader in Building Information Modeling (BIM) services, providing Scan-to-BIM, Dedicated Resource Models (Architecture, Structure & MEP), and cutting-edge outsourcing solutions. With clients across the US, Middle East, and India, VBS is scaling rapidly and seeks a highly capable Executive Assistant to support the CEO in managing business priorities and driving organizational efficiency.

• Must have experienced working in B2B / Software companies.
• Discretion in handling confidential information.
• Bachelor’s degree (Business Administration, Management, or related field).
• 3–5 years of experience supporting senior management/executives.
• Proficiency in MS Office, Google Workspace, Zoho tools, and project management platforms.
• Strong English communication skills (verbal & written).
• Highly organized with attention to detail and ability to multitask.

Benefits

Personal Assistance

• Opportunity to work closely with the CEO on international projects.
• Competitive salary aligned with experience.
• Flexibility to work in alignment with CEO’s extended hours.
• Exposure to global clients and business networking.
• Fast-track career growth in a rapidly expanding organization.

Training + Development

Interview process

Visa Sponsorship

Security clearance