Executive Assistant

Employer undisclosedRole managed by a recruiter

Support CEO with calendar, communication, task tracking, and business coordination.

10 days ago ago

Intermediate (4-7 years), Junior (1-3 years)

Full Time

Ahmedabad, Gujarat, India

Office Full-Time

Your recruiting firm

Founded with a vision to redefine how buildings are designed and constructed using cutting-edge digital technologies.
Expertise lies in virtual design, modeling, and simulation, allowing for efficient project management and streamlined workflows.
Typically works on large-scale construction projects, providing building design, 3D modeling, and simulation services.
Areas of specialization include residential, commercial, and infrastructure sectors, with a focus on precision and sustainability.
Distinctive approach involves creating highly detailed virtual environments that enhance collaboration and project efficiency.
Projects include everything from high-rise commercial complexes to urban residential developments and public infrastructure.

Role

Description

task tracking

data reporting

proposal preparation

calendar management

stakeholder coordination

presentation support

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.

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

Requirements

ms office

google workspace

zoho

project management

bachelor's

3-5 yrs

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.

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