Executive Assistant To Chairman

Purpose of the Role 
The Executive Assistant to Chairman will manage the Chairman's calendar, meetings, travel and day-to-day office needs. The role is the first point of contact between the Chairman and all internal and external stakeholders. The person must handle confidential matters with full discretion and keep the Chairman's schedule running smoothly.

Job Responsibilities (KRA)
1.Calendar & Meeting Management

•       Manage the Chairman's daily, weekly and monthly calendar and avoid clashes.

•       Schedule meetings with internal teams, Board members, senior leadership, customers, partners, bankers, investors and government officials.

•       Prioritise requests and decide with the Chairman which meetings to accept, move or decline.

•       Prepare meeting briefs, agenda and background papers before each meeting.

•       Record minutes and action points, and follow up with owners until closure.

2.  Travel Management

•       Plan and book domestic and international travel, including flights, hotels, cars and visas.

•       Prepare detailed itineraries with meeting schedules, contacts and travel documents.

•       Coordinate with travel agents, hotels and ground staff for smooth movement.

•       Handle last-minute changes and keep alternate plans ready.

•       Maintain travel records, passport and visa validity, and process travel expense claims.

3.  Stakeholder Coordination

•       Act as the single point of contact for the Chairman's office for all internal and external stakeholders.

•       Screen calls, emails and visitors, and route them to the right person.

•       Coordinate with CXOs, department heads and their assistants for inputs, reports and approvals required by the Chairman.

•       Handle communication with senior external stakeholders in a professional and courteous manner.

•       Maintain an updated contact database of key stakeholders.

4.  Personal Assistant Support

•       Handle the Chairman's emails, correspondence and documents, and draft replies where needed.

•       Prepare presentations, notes and reports on request.

•       Manage personal appointments, engagements and requirements of the Chairman as directed.

•       Coordinate arrangements for events, conferences, board meetings and official dinners.

•       Keep a track of pending tasks and remind the Chairman of key deadlines.

5.  Confidentiality, Records & Office Administration

•       Maintain strict confidentiality of all information, documents and discussions.

•       Maintain well-organised physical and digital files for easy retrieval.

•       Manage Chairman's office expenses, petty cash and vendor coordination.

•       Coordinate with Admin, IT and Security for office and visitor requirements.

•       Improve office processes to save time for the Chairman.

Job Requirements (KPI)
Education

•       Graduate in any discipline; Bachelor's degree in Business Administration or Commerce preferred.

•       Diploma or certification in Secretarial Practice / Executive Assistance is an added advantage.

Experience

•       6 to 8 years of experience as Executive Assistant / Personal Assistant to a Chairman, MD, CEO or senior CXO.

•       Experience in a large corporate or group environment, preferably in manufacturing, energy or infrastructure.

•       Proven experience in calendar management, international travel planning and handling senior stakeholders.

Competencies & Skills

•       Strong command of MS Office (Outlook, Word, Excel, PowerPoint) and calendar tools.

•       Excellent written and spoken English; Hindi is an advantage.

•       Very good organising and time management skills, with the ability to handle multiple priorities.

•       Professional, polished and confident in dealing with senior people.

•       High integrity and full discretion in handling confidential matters.

•       Quick decision-making and calm approach under pressure.

•       Proactive, follows up till closure and works with minimal supervision.

•       Flexibility to work extended hours and travel with the Chairman when required.