- 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.

- 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 significant 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.

- 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).

- 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.

- 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 strong sense of ownership towards the Chairman's office.

· Adaptability and willingness to support the Chairman beyond regular working hours when required.

- Key Performance Indicators (KPIs)

Calendar & Schedule Management

100% calendar accuracy; zero missed or conflicting appointments; daily schedule shared with Chairman by 10:00 AM.

Email & Correspondence

All Chairman's emails drafted, typed and dispatched within 4 working hours; zero typing or grammatical errors.

Conference & Meeting Coordination

All conferences and meetings arranged with 100% readiness (venue, AV, refreshments, attendees); agendas circulated 24 hours prior.

Minutes of Meeting (MoM)

MoM circulated within 24 hours of every meeting; 100% accuracy of action points, owners and deadlines..

Travel & Hotel Bookings

Error-free flight, hotel and ground transport bookings; final itinerary shared 48 hours before travel; expense reports closed within 3 days of return.

Personal Assignments

100% timely completion of personal tasks delegated by the Chairman; complete discretion maintained at all times.

Confidentiality & Discretion

Zero confidentiality breaches; positive feedback from Chairman on professionalism and trustworthiness.

Documentation & Filing

All Chairman's documents, contracts and personal records filed and retrievable within 5 minutes of request.

📌 Executive Assistant to the Chairman (Mumbai)
🏢 Remal
📍 Mumbai