HIRING CRITERIA –

EXECUTIVE ASSISTANT (CEO)

Position: Executive Assistant to CEO

Department: Executive Office

Reporting To: CEO

1. ROLE OVERVIEW

The Executive Assistant will provide high-level administrative and operational

support to the CEO, ensuring smooth day-to-day functioning, effective time

management, and professional coordination.

2. KEY RESPONSIBILITIES

- Manage CEO’s calendar, appointments, and meeting schedules
- Coordinate domestic and international travel arrangements
- Handle communication, emails, and correspondence on behalf of CEO
- Act as a liaison between CEO and internal/external stakeholders
- Maintain confidentiality of sensitive business information
- Arrange meetings, refreshments (tea/coffee), and office coordination
- Provide administrative and personal assistance as required

3. CANDIDATE PROFILE

- Graduate in any discipline (preferred: Business Administration / Commerce)
- 1–3 years of experience in executive assistance / admin role preferred
- Excellent communication and interpersonal skills
- Strong organizational and multitasking abilities
- High level of professionalism, presentation, and grooming
- Ability to handle confidential information with discretion
- Flexible and willing to travel as per business requirements

4. SKILL REQUIREMENTS

- Proficiency in MS Office (Word, Excel, Outlook)
- Calendar and email management skills
- Coordination and follow-up skills
- Time management and prioritization

5. PERSONAL ATTRIBUTES

- Well-groomed and professionally presentable
- Polite, courteous, and confident personality
- Strong attention to detail
- Ability to work under pressure and tight schedules

6. WORK REQUIREMENTS

- May require extended working hours based on CEO schedule
- Travel assistance and occasional travel may be required
- On-site role with high interaction with senior management

7. CONFIDENTIALITY CLAUSE

The employee shall maintain strict confidentiality of all company information,

business strategies, financial data, client details, and any personal or professional

information related to the CEO. Disclosure of such information to any unauthorized

person during or after employment will be treated as a serious breach and may lead

to disciplinary and legal action.

8. BEHAVIORAL & PROFESSIONAL CONDUCT

- The employee is expected to maintain the highest level of professionalism,

etiquette, and decorum at all times

- Proper dress code (formal/semi-formal as required) must be maintained
- Courteous and respectful behaviour with clients, management, and staff is

mandatory

- Any misconduct, inappropriate behaviour, or negligence will result in

disciplinary action

9. DISCIPLINE & COMMUNICATION PROTOCOL

- All communication on behalf of the CEO must be accurate, timely, and

authorized

- The employee must strictly follow instructions and maintain reporting

discipline

- Unauthorized commitments, decisions, or miscommunication will be treated

as serious misconduct

- Punctuality, responsiveness, and availability during working hours are critical

requirements

10. GENERAL TERMS

- The role requires a high level of trust, integrity, and responsibility




- The company reserves the right to modify roles, responsibilities, and reporting

structure as required

- Non-compliance with company policies may result in termination

11. COMPENSATION

As per company standards and experience.

TCL Coatings & Chemicals is an equal opportunity employer and values

professionalism, integrity, and performance.—

ANNEXURE E –

CEO DAILY DASHBOARD

Annexure E – CEO Daily Dashboard (To be maintained by Executive Assistant)

Purpose: To ensure structured daily planning, tracking, and execution for the CEO.

DAILY DASHBOARD FORMAT

Date: ___________

1. Meetings Schedule

Time Meeting With Purpose Location Status

2. Priority Tasks (Top 5)

Task Owner Deadline Status Remarks

3. Follow-ups Required

Person / Company Subject Last Action Next Action Status

4. Key Decisions Pending

Topic Details Urgency Action Required

5. Travel / Events (If Any)

- Details: __________________________
- Tickets / Hotel Status: __________
- Documents Prepared: Yes / No

6. Notes for CEO

This dashboard must be updated daily and reviewed with the CEO.:—

ANNEXURE F – TASK TRACKER

SYSTEM

Annexure F – Task Tracker (Executive

Assistant)

Purpose: To track all tasks assigned by the CEO and ensure timely execution.

TASK TRACKER FORMAT

Tas

k ID

Task

Descripti

on

Assign

ed To

Sta

rt

Dat

e

Deadli

ne

Priority Status Remar

ks

High/Med/L

ow

Pending/In

Progress/Do

ne

RULES

1. All CEO instructions must be recorded immediately

2. No task should remain untracked

3. Daily follow-ups are mandatory

4. Escalate delays proactively

5. Maintain closure record for all tasks

PRIORITY DEFINITIONS

- High: Immediate / critical
- Medium: Important but not urgent
- Low: Routine tasks

This tracker must be reviewed daily with the CEO or as instructed.:—

ANNEXURE G –

COMMUNICATION SOP

Annexure G – Communication

Standard Operating Procedure (SOP)

Purpose: To ensure professional, accurate, and controlled communication on behalf

of the CEO.

1. GENERAL RULES

- No communication should be sent on behalf of CEO without clarity and

approval (where required)

- Maintain professionalism in all verbal and written communication
- Avoid informal or ambiguous language

2. EMAIL COMMUNICATION

- Use clear subject lines
- Keep communication concise and structured
- Highlight action points clearly
- Maintain proper CC hierarchy

3. CALL HANDLING

- Understand purpose before connecting calls
- Prioritize significant calls
- Take proper message if CEO is unavailable
- Ensure callback tracking

4. MEETING COORDINATION

- Confirm agenda before scheduling
- Share calendar invites in advance
- Ensure all documents are prepared
- Follow up on action points post meeting

5. ESCALATION MATRIX





- Urgent matters → Immediate escalation
- Delays / issues → Inform proactively
- Sensitive matters → Handle with discretion

6. CONFIDENTIALITY IN COMMUNICATION

- Do not share sensitive information without authorization
- Maintain strict control on internal and external communication

7. REPRESENTATION

- Act professionally as a representative of the CEO
- Maintain company image and reputation at all times

Non-compliance with this SOP will be treated as a serious lapse in duty.:—

ANNEXURE H – CEO WEEKLY REVIEW

SYSTEM

Annexure H – CEO Weekly Review System

Purpose: To ensure structured weekly review of business performance, execution,

and decision-making.

1. REVIEW FREQUENCY

- Weekly (Fixed Day: ___________)
- Duration: 60–90 minutes
- Managed and prepared by Executive Assistant

2. WEEKLY REVIEW AGENDA

A. SALES PERFORMANCE

Parameter Target Achieved Variance Remarks

Revenue (₹)

New Orders

Pipeline Value

Conversion Ratio

B. PROJECT EXECUTION

Parameter Target Achieved Status Remarks

Projects On-Time (%)

Delayed Projects

Cost vs Budget

Quality Issues

C. FINANCIAL / CASH FLOW

Parameter Target Actual Variance Remarks

Collections (₹)

Outstanding Receivables

Cash Flow Status

D. PROCUREMENT / TRADING

Parameter Target Achieved Remarks

Purchase Cost Efficiency

Vendor Performance

Inventory Turnover

E. KEY ISSUES & RISKS

Issue Impact Action Required Owner Deadline

F. DECISIONS REQUIRED FROM CEO

Topic Summary Decision Needed

G. ACTION TRACKER (WEEKLY)

Action Owner Deadline Status

3. RESPONSIBILITY

- Executive Assistant: Prepare & circulate report
- Managers/VPs: Submit data before review
- CEO: Review, decide, and direct

4. OUTCOME

- Transparent action plan for next week
- Accountability assigned
- Performance gaps identified

This review is mandatory and critical for business performance tracking.—

ANNEXURE I –

BUSINESS PERFORMANCE

DASHBOARD

Annexure I – Business Performance

Dashboard

Purpose: To provide a consolidated view of business performance across Sales,

Projects, and Finance.

1. SALES DASHBOARD

Metric Monthly Target Achieved YTD Remarks

Total Revenue (₹)

New Business (₹)

Order Book (₹)

Conversion %

2. PROJECT DASHBOARD

Metric Target Actual Status

Active Projects

Metric Target Actual Status

On-Time Completion %

Delayed Projects

Margin %

3. CASH FLOW DASHBOARD

Metric Target Actual Remarks

Monthly Collections

Receivables (₹)

Payables (₹)

Net Cash Position

4. PROCUREMENT / TRADING

Metric Target Actual Remarks

Purchase Value

Margin per Transaction

Inventory Days

5. KPI SUMMARY

Department Score (%) Status

Sales

Projects

Finance

Overall

6. RED FLAG INDICATORS

- Revenue below target by >15%
- Collection delays beyond agreed terms
- Project delays beyond schedule
- Margin drop below threshold

7. USAGE

- Prepared weekly/monthly by Executive Assistant
- Reviewed by CEO and leadership team
- Basis for decision-making and PLP payouts

This dashboard is the central performance monitoring tool of the company.—

Pay: ₹500,000.00 - ₹600,000.00 per year

Work Location: In person

📌 Executive Assistant to CEO (Thane)
🏢 LyfLeap Talent Solutions Private
📍 Thane