Role Purpose

The Executive Assistant Technical will provide high-level executive, administrative, technical, and coordination support to the Chairman.

The role requires a highly dependable, tech-savvy, articulate, and confidential professional who can work closely with the chairman, take dictation, prepare reports and presentations, coordinate with departments and branch offices, track decisions, and ensure timely execution of instructions.

The selected candidate must remain closely connected with the chairman and be flexible to support urgent requirements outside regular office hours, including during travel, meetings, and critical business situations.

Key Responsibilities

1. Chairman's Office Support

- Work directly with the chairman and support him in day-to-day business activities.
- Take accurate dictation and convert verbal instructions into professional emails, letters, reports, notes, and presentations.
- Record important discussions, decisions, commitments, and action points.
- Maintain a daily action tracker and follow up with the responsible department heads.
- Ensure that the chairman is regularly updated on the status of key tasks and pending matters.
- Handle confidential and sensitive business information with complete discretion.
- Remain accessible to the Chairman for urgent coordination and communication requirements.

2. Report and Presentation Preparation

- Prepare professional PowerPoint presentations, management reports, dashboards, briefing notes, and business summaries.
- Collect and consolidate information from different departments, branches, and project teams.
- Convert raw data and departmental inputs into concise, structured, and decision-ready reports.
- Prepare meeting agendas and minutes; review documents, comparison statements, and progress reports.
- Assist the Chairman in preparing for internal reviews, customer meetings, board meetings, and external presentations.
- Review documents for accuracy, clarity, formatting, and completeness before submission to the Chairman.

3. Department and Branch Coordination

- Act as the primary coordination point between the Chairman and department heads, branch heads, project teams, and senior management.
- Communicate the Chairmans instructions clearly and professionally.
- Follow up on deliverables, deadlines, approvals, and commitments.
- Coordinate with all branches and departments to obtain timely reports and updates.
- Escalate delays, deviations, and unresolved matters to the Chairman.
- Maintain a structured tracker of instructions issued by the Chairman and their completion status.
- Ensure that communication from the Chairmans Office is properly documented and acknowledged.

4. Technical and Digital Support





- Provide basic technical assistance to the Chairman for laptops, mobile phones, video conferencing, presentations, printers, email, cloud storage, and office applications.
- Be proficient in Microsoft Office, especially PowerPoint, Excel, Word, Outlook, and Teams.
- Use AI tools and digital productivity applications to prepare reports, summaries, presentations, and research notes.
- Support virtual meetings via platforms such as Microsoft Teams, Zoom, and Google Meet.
- Organize digital files, folders, reports, presentations, and confidential documents systematically.
- Coordinate with the IT department or vendors for technical issues requiring advanced support.
- Assist the Chairman in adopting and using new digital tools and applications.

5. Meeting and Communication Management

- Schedule and coordinate meetings, reviews, calls, appointments, and travel-related discussions.
- Prepare meeting materials and ensure the Chairman has all required documents in advance.
- Attend important meetings when required and prepare accurate minutes and action points.
- Follow up with participants after meetings to ensure agreed actions are closed.
- Screen and prioritise calls, messages, emails, and meeting requests.
- Draft responses and communications on behalf of the Chairman based on his instructions.
- Coordinate with internal and external stakeholders professionally.

6. Travel and Flexible Support

- Coordinate the Chairmans official travel, including tickets, accommodation, local transport, meeting schedules, and travel documents.
- Remain available for urgent calls, messages, meetings, or coordination outside regular office hours.
- Be willing to travel with the Chairman or independently to branches, customer locations, project sites, and meetings when required.
- Support the Chairman during business travel by managing schedules, documents, communication, and follow-ups.
- Adapt quickly to last-minute changes, urgent assignments, and evolving priorities.

Mandatory Requirements

- Fluency in Hindi and English, both spoken and written.
- Strong ability to take dictation accurately and prepare professional documents.
- Excellent PowerPoint, Word, Excel, email, and internet research skills.
- Strong technical aptitude and ability to handle digital devices and applications.
- Excellent coordination and follow-up capabilities.




- Willingness to work beyond standard office hours when required.
- Willingness to travel based on business requirements.
- High level of integrity, confidentiality, discipline, and reliability.
- Ability to work under pressure and manage multiple priorities.
- Strong written and verbal communication skills.
- Ability to interact confidently with senior management, branch heads, customers, vendors, and external stakeholders.

Preferred Qualifications

- Bachelor's degree in Engineering, Technology, Computer Applications, Business Administration, Management, or a related discipline.
- Candidates with a technical or engineering background will be preferred.
- A diploma or certification in secretarial practice, executive assistance, business communication, or office administration will be an advantage.
- Experience supporting a Chairman, Managing Director, CEO, Promoter, or senior business leader is strongly preferred.
- Experience in manufacturing, automotive, staffing, engineering, or a multi-branch organization will be an added advantage.

Required Skills

- Executive assistance and senior-level coordination
- Hindi and English communication
- Dictation and documentation
- Report writing and presentation preparation
- PowerPoint and Excel proficiency
- Meeting minutes and action tracking
- Departmental and branch coordination
- Digital and technical troubleshooting
- AI and productivity tools
- Email and calendar management
- Confidentiality and discretion
- Time management and prioritisation
- Adaptable working attitude
- Travel coordination

Key Performance Indicators

- Accuracy and quality of reports, presentations, and communications
- Timely completion of tasks assigned by the Chairman
- Effectiveness of department and branch follow-ups
- Closure rate of action points and pending matters
- Accuracy of meeting minutes and instruction trackers
- Responsiveness to urgent requirements
- Confidentiality and reliability
- Ability to reduce the Chairman's administrative and coordination workload
- Quality and timeliness of management information provided to the Chairman

Ideal Candidate Profile

The ideal candidate should be mature, proactive, highly organized, technically competent, and comfortable working closely with a senior business leader. The person must be capable of understanding the Chairmans working style, anticipating requirements, maintaining confidentiality, and ensuring that instructions are translated into timely action across the organisation.

This is not a routine secretarial position. It is a high-responsibility role requiring ownership, strong follow-up, business understanding, technical capability, flexibility, and direct coordination with the Chairman.

📌 Executive Assistant Technical Officer To Chief Executive Officer (Chennai)
🏢 Layam
📍 Chennai