About the role
Dolphin Mesh is hiring an Executive Assistant to the CEO for its Corporate team. This is a full-time role for candidates with 2–7 years of experience.
At a glance
- Department
- Corporate
- Seniority
- Mid-level
- Location
- Head Office
- Employment
- Full-time
- Experience
- 2–7 years
- Qualification
- Graduate
What you'll do
- Calendar, priorities and correspondence
- Own the CEO’s calendar and priorities; spot conflicts early and propose alternatives.
- Screen, route and track requests and correspondence; draft routine replies for review.
- Separate urgent matters from those to schedule, delegate or refer on.
- Meetings, minutes and action tracking
- Coordinate agendas, pre-reads, rooms, virtual links and visitor access.
- Prepare accurate minutes of decisions, owners and due dates; circulate promptly.
- Maintain an action tracker; follow up to closure and flag overdue items to the CEO.
- Support Board and confidential leadership meetings (papers, version control, minutes, records) as directed by the CEO and Company Secretary / Legal.
- Presentations, briefs and documentation
- Prepare and polish presentations, briefing notes and management summaries.
- Proofread; verify names, dates, figures and versions with the source owner.
- Keep orderly electronic and physical files with controlled access.
- Travel, visits and event logistics
- Arrange domestic and international travel, stays and itineraries; prepare travel packs.
- Host the CEO’s visitors and guests: appointments, reception, access and follow-up.
- Expense and invoice management
- Expenses: track and manage the CEO’s travel and other expenses: collect bills, prepare claims within policy, submit to Finance on time and reconcile.
- Control: flag exceptions, overspend or missing bills to the CEO and Finance.
- Invoices: process invoices for CEO-office sundries (courier, refreshments, stationery): verify, route for approval and payment, and track to closure.
- Coordination, confidentiality and exigencies
- Work with IT and facilities on meeting technology, rooms and access.
- Protect confidentiality in conversation, email, printing and storage; escalate risks.
- Respond to exigencies and unplanned situations concerning the CEO (urgent requests, disruptions, emergencies): use sound judgement to act, coordinate and escalate; undertake other assignments as agreed.
Key interfaces
- Internal CEO; Directors as authorised; senior leadership; HR, Finance, Legal / Company Secretary, Sales, Marketing, Operations, Quality / Regulatory, IT, Admin.
- External Board members and their offices; customers and partners as directed; auditors and advisers; travel and event vendors; visitors.
What we're looking for
Qualifications and experience
- Education: Bachelor’s degree preferred; business administration or office management is an advantage. A secretarial course certification is highly desirable.
- Experience: 6–10 years supporting a CEO, MD or senior executive (corporate setting preferred), with proven handling of complex calendars, meetings, minutes, travel and confidential matters.
- Skills: strong MS-Outlook, Word, Excel and PowerPoint; comfortable with virtual meeting platforms and shared drives., as well as common AI tools usage.
- Languages: Excellent written and spoken English; Kannada and Hindi.
Key competencies
- Integrity and discretion: protects sensitive business, people, financial and Board information.
- Judgement and maturity: handles sensitive requests and senior stakeholders calmly.
- Organisation and detail: keeps calendars, minutes and trackers accurate.
- Anticipation and ownership: sees needs early and follows through to closure.
- Communication: clear, tactful and confident with senior stakeholders, with written and speaking fluency.
- Composure and reliability: handles last-minute changes and unplanned situations without losing accuracy or composure.
Good to have
- Board or committee coordination exposure; experience in healthcare, medical devices, pharma or another regulated business; polished presentation and executive-summary skills.
How success is measured
- Calendar and travel are accurate and coordinated, with minimal disruption.
- Expense claims and sundry invoices are accurate, compliant and processed on time.
- Meeting packs and Board papers are ready on time; minutes and actions are accurate and circulated promptly.
- Action trackers are current, overdue items are followed up, and the CEO is alerted to decisions or risks.
- No avoidable breach of confidentiality; records are secure, organised and retrievable.
- The CEO’s office is seen as prepared, responsive and professional by leaders, Board members and visitors.
What happens after you apply
- Apply onlineSend your details and résumé. It takes about two minutes.
- HR reviewOur HR team reads every application for this role.
- InterviewsIf your profile matches, we contact you to arrange the interviews.
- OfferThe successful candidate receives a written offer.
About Dolphin Mesh
Dolphin Mesh is the surgical mesh brand of Futura Surgicare Pvt. Ltd., the maker of Dolphin Sutures. Our meshes, sutures and wound-closure devices are used in operating theatres across India and abroad. We hire for ownership, clarity and care.
Reference REQ0054