Key Responsibilities

A. Executive Calendar, Priorities & Travel

- Own and manage the executive calendar, balancing strategic priorities, operational reviews, customer or distributor meetings, internal discussions and focused work time. • Prepare a daily and weekly priority view covering critical meetings, decisions required, pending approvals, deadlines and follow-ups. • Coordinate business travel, plant visits, market visits and associated logistics with a high level of accuracy and preparedness. • Anticipate scheduling conflicts, clarify priorities and ensure that urgent matters are surfaced without disrupting the executive agenda unnecessarily.

B. Management Meetings & Action Governance

- Plan and coordinate review meetings involving Manufacturing, Procurement, Quality, Supply Chain, Sales, Finance, HR and other functions. • Prepare agendas, circulate pre-reads, record decisions and maintain a clear action tracker with owners and due dates. • Follow up assertively yet professionally with stakeholders, highlight slippages and ensure that decisions are carried through to closure. • Maintain a searchable decision log and archive of key meeting papers, approvals and management communications.

C. Business Information & MIS Support

• Coordinate with functional teams to compile concise management information on production, dispatch, inventory, sales, collections, customer issues and key project milestones. • Convert detailed inputs into clear executive summaries highlighting progress, exceptions, risks, dependencies and decisions required. • Check the completeness, internal consistency and presentation quality of reports before they reach the executive. • Maintain recurring review calendars and ensure that business dashboards and updates are received on time.

D. Executive Communication & Documentation

- Draft and refine emails, letters, presentations, meeting notes, briefing papers and other executive communication in a clear and professional style. • Prepare background notes ahead of meetings with senior leaders, key customers, distributors, vendors, consultants and other stakeholders. • Handle confidential correspondence and documents with sound judgement,



controlled access and appropriate record management. • Ensure consistent quality, tone and accuracy across documents issued from the executive office.

E. Stakeholder Coordination

• Serve as a dependable and professional point of coordination between Mr. Arun Tamilselvan and internal leaders, plant teams and external stakeholders. • Screen and route requests appropriately, obtain missing information and help stakeholders come prepared with clear asks and supporting facts. • Track commitments made to key customers, distributors, service partners and advisors, and ensure timely internal response. • Build constructive working relationships across levels while maintaining the authority and confidentiality of the executive office.

F. Special Projects & Process Discipline

- Support selected initiatives linked to capacity expansion, brand or channel growth, product and packaging launches, digitalisation and process improvement. • Develop simple project plans, milestone trackers, responsibility matrices and status summaries for executive-sponsored initiatives. • Coordinate cross-functional inputs, identify bottlenecks early and escalate issues requiring executive intervention. • Standardise templates, filing systems and working practices that improve the efficiency of the executive office.

G. Confidentiality & Professional Standards

- Maintain the highest level of discretion while handling business plans, financial information, people matters and sensitive stakeholder communication. • Exercise sound judgement on what requires immediate escalation, what can be resolved independently and what should be delegated. • Represent the executive office with maturity, responsiveness, composure and respect in all interactions.

Desired Candidate Profile

Educational Qualifications





- Bachelor's degree in Business Administration, Commerce, Management, Humanities or a related discipline. • MBA / postgraduate qualification in Management or a recognised programme in Executive Assistance / Office Management will be an advantage.

Experience

- 10-15 years of progressive experience in executive assistance, executive office coordination or senior management support. • At least 3 years of direct experience supporting a promoter, Director, CEO, business head or equivalent senior leader. • Demonstrated experience in managing confidential information, complex calendars, management reviews and cross functional follow-through.

Preferred Industry Exposure

- Experience in food processing, FMCG, agri-products, consumer goods, manufacturing or a distribution-led business is strongly preferred. • Exposure to a promoter-led or family-managed growth business will be an advantage.

Functional / Technical Competencies

- Advanced working knowledge of MS Outlook, Word, Excel and PowerPoint; ability to create crisp presentations and structured trackers. • Solid business writing, minute-taking, document control, data consolidation and management reporting skills. • Comfort with digital collaboration, project tracking and productivity tools. • Ability to understand manufacturing, supply chain, sales and finance information sufficiently to identify gaps and prepare useful executive summaries.

Leadership / Behavioural Competencies

• Exceptional discretion, reliability and personal integrity. • Highly organised, proactive and able to anticipate requirements before they become urgent. • Confident follow-up style with the maturity to engage senior stakeholders without becoming confrontational. • Calm under pressure, responsive to changing priorities and capable of maintaining accuracy at speed. • Business-oriented, resourceful and willing to take ownership beyond routine administrative tasks.

Language & Mobility • Strong written and spoken English and Tamil are essential; working knowledge of Hindi will be an advantage. • Willingness to travel to manufacturing and business locations as required.

📌 Executive Assistant To Chief Executive Officer (Salem)
🏢 Brightspan Advisors Chennai
📍 Salem