1. Position Overview

The Executive Assistant to the Chairman serves as the primary point of support for the Chairman in managing his day-to-day professional and personal commitments. The role is responsible for handling the Chairman's correspondence, calendar, conferences, travel and confidential assignments with a high degree of professionalism, accuracy and discretion.

The ideal candidate is highly organized, detail-oriented and capable of anticipating the Chairman's needs in a fast-paced business environment. The EA acts as the gatekeeper of the Chairman's time and information, ensuring that every engagement, document and travel arrangement is executed flawlessly and on time.

2. Key Responsibilities

2.1 Personal Assistance to the Chairman

- Manage the Chairman's personal work, errands and confidential assignments as delegated.
- Coordinate personal appointments, family commitments and household-related logistics on the Chairman's behalf.
- Maintain personal records, documents, contacts and important dates of the Chairman in a secure and organized manner.
- Anticipate the Chairman's day-to-day requirements and proactively arrange for the same.
- Handle all assignments with the highest level of discretion, integrity and confidentiality.

2.2 Email & Correspondence

- Type, draft, proofread and dispatch the Chairman's emails, letters and official correspondence.
- Manage the Chairman's inbox read, prioritize, flag and respond to emails on his behalf where authorized.
- Prepare professional drafts of replies, notes, internal communications and external letters in the Chairman's tone and style.
- Maintain a record of all sent and received correspondence with proper indexing for quick retrieval.
- Ensure timely follow-ups on pending replies, approvals and action items arising from email communication.

2.3 Calendar & Schedule Management

- Plan, prepare and maintain the Chairman's daily, weekly and monthly schedule.
- Schedule appointments, internal meetings, factory visits, external engagements and personal commitments.
- Resolve scheduling conflicts and re-prioritize meetings as per business urgency.
- Send reminders and pre-read documents to the Chairman ahead of every engagement.

2.4 Conference & Meeting Arrangements

- Arrange and coordinate all conferences, board meetings, review meetings and business gatherings hosted or attended by the Chairman.
- Book conference rooms, set up audio-visual equipment, video conferencing links and ensure technical readiness.
- Arrange refreshments,



hospitality and seating layouts in line with the nature of the meeting.
- Circulate agendas, attendee lists and pre-read material in advance of every meeting.
- Welcome and coordinate with visiting dignitaries, customers, vendors and senior leadership on arrival.

2.5 Minutes of Meeting (MoM) & Note-Taking

- Attend meetings with the Chairman and take accurate notes of discussions, decisions and action points.
- Prepare and circulate Minutes of Meeting (MoM) within 24 hours of every meeting.
- Track action items, assigned owners and target dates; follow up to ensure timely closure.
- Maintain a centralized log of all MoMs, decisions taken and pending actions for the Chairman's review.
- Capture confidential discussions with complete discretion and store them securely.

2.6 Travel, Flight & Hotel Bookings

- Plan and book all domestic and international flights for the Chairman, including preferred carriers, seats and class of travel.
- Arrange hotel bookings, airport transfers, ground transportation and visa processing as required.
- Prepare detailed travel itineraries covering flights, hotels, meetings, contact persons and local logistics.
- Coordinate with travel agents, airlines, hotels and embassies to handle changes, cancellations and emergencies.
- Track travel expenses, collect bills and submit travel expense reports for the Chairman within 3 working days of return.
- Must ensure on the NRI status of the Chairman.

2.7 Documentation, Filing & MIS Support

- Maintain and update the Chairman's personal and official documents, files and digital records.
- Prepare presentations, reports, summaries and dashboards as required by the Chairman.
- Organize, label and archive contracts, agreements, statutory documents and personal papers for easy retrieval.
- Assist in compiling MIS reports and information requested by the Chairman from various departments.
- Ensure version control and backup of all important documents handled by the Chairman's office.

2.8 Coordination & Communication

- Act as the single point of contact between the Chairman and internal teams, sister companies, vendors and external stakeholders.
- Screen incoming calls,



visitors and requests; route them appropriately on behalf of the Chairman.
- Communicate the Chairman's instructions, approvals and feedback to relevant stakeholders accurately and promptly.
- Build and maintain professional relationships with key contacts, customers and dignitaries connected with the Chairman's office.
- Maintain strict confidentiality in all internal and external communications.

3. Required Qualifications & Experience

Education:

- Graduate in any discipline; preference for candidates with a degree in Business Administration, Commerce or Secretarial Practice.
- Post-graduate qualification or diploma in Business Management / Executive Assistance is an added advantage.

Experience:

- Minimum 5–10 years of experience as an Executive Assistant / Personal Secretary to a Chairman, MD, CEO or other C-suite leader.
- Prior experience in a manufacturing group, family-managed business or multi-company set-up is strongly preferred.
- Hands-on exposure to handling personal and confidential assignments of senior leadership.

Certifications Preferred:

- Certification in Office Administration, Executive Secretarial Practice or Business Communication.
- Advanced certification in MS Office (Word, Excel, PowerPoint, Outlook).

4. Technical & Functional Skills

- High proficiency in MS Office – Outlook, Word, Excel, PowerPoint – for emails, documents, schedules and presentations.
- Excellent typing speed and accuracy with strong command over written English.
- Strong drafting skills for emails, letters, notes and minutes of meetings.
- Familiarity with calendar tools, video conferencing platforms (Zoom, MS Teams, Google Meet) and travel booking portals.
- Working knowledge of expense management, travel desk operations and documentation systems.
- Ability to prepare professional MIS reports, dashboards and presentations from raw data.

5. Behavioral Competencies

- High level of integrity, discretion and confidentiality in handling sensitive information.
- Excellent organizational and time-management skills with strong attention to detail.
- Proactive, anticipatory mindset – ability to think one step ahead of the Chairman's requirements.
- Strong interpersonal and communication skills with a polished, professional demeanour.
- Ability to multi-task, prioritize and work under pressure with calm composure.
- Reliability, punctuality and a solid sense of ownership towards the Chairman's office.
- Adaptability and willingness to support the Chairman beyond regular working hours when required.

📌 Executive Assistant To Chairman (Mumbai)
🏢 Remal Alcast
📍 Mumbai