1.

Position Overview /n 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. /n 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. /n 2.

Key Responsibilities /n 2.1 Personal Assistance to the Chairman /n · Manage the Chairman's personal work, errands and confidential assignments as delegated. /n · Coordinate personal appointments, family commitments and household-related logistics on the Chairman's behalf. /n · Maintain personal records, documents, contacts and important dates of the Chairman in a secure and organized manner. /n · Anticipate the Chairman's day-to-day requirements and proactively arrange for the same. /n · Handle all assignments with the highest level of discretion, integrity and confidentiality. /n 2.2 Email &

• Correspondence /n · Type, draft, proofread and dispatch the Chairman's emails, letters and official correspondence. /n · Manage the Chairman's inbox – read, prioritize, flag and respond to emails on his behalf where authorized. /n · Prepare professional drafts of replies, notes, internal communications and external letters in the Chairman's tone and style. /n · Maintain a record of all sent and received correspondence with proper indexing for quick retrieval. /n · Ensure timely follow-ups on pending replies, approvals and action items arising from email communication. /n 2.3 Calendar &

• Schedule Management /n · Plan, prepare and maintain the Chairman's daily, weekly and monthly schedule. /n · Schedule appointments, internal meetings, factory visits, external engagements and personal commitments. /n · Resolve scheduling conflicts and re-prioritize meetings as per business urgency. /n · Send reminders and pre-read documents to the Chairman ahead of every engagement. /n 2.4 Conference &

• Meeting Arrangements /n · Arrange and coordinate all conferences, board meetings, review meetings and business gatherings hosted or attended by the Chairman. /n · Book conference rooms, set up audio-visual equipment, video conferencing links and ensure technical readiness. /n · Arrange refreshments, hospitality and seating layouts in line with the nature of the meeting. /n · Circulate agendas, attendee lists and pre-read material in advance of every meeting. /n · Welcome and coordinate with visiting dignitaries, customers, vendors and senior leadership on arrival. /n 2.5 Minutes of Meeting (MoM) &

• Note-Taking /n · Attend meetings with the Chairman and take accurate notes of discussions, decisions and action points.



/n · Prepare and circulate Minutes of Meeting (MoM) within 24 hours of every meeting. /n · Track action items, assigned owners and target dates; follow up to ensure timely closure. /n · Maintain a centralized log of all MoMs, decisions taken and pending actions for the Chairman's review. /n · Capture confidential discussions with complete discretion and store them securely. /n 2.6 Travel, Flight &

• Hotel Bookings /n · Plan and book all domestic and international flights for the Chairman, including preferred carriers, seats and class of travel. /n · Arrange hotel bookings, airport transfers, ground transportation and visa processing as required. /n · Prepare detailed travel itineraries covering flights, hotels, meetings, contact persons and local logistics. /n · Coordinate with travel agents, airlines, hotels and embassies to handle changes, cancellations and emergencies. /n · Track travel expenses, collect bills and submit travel expense reports for the Chairman within 3 working days of return. /n · Must ensure on the NRI status of the Chairman. /n 2.7 Documentation, Filing &

• MIS Support /n · Maintain and update the Chairman's personal and official documents, files and digital records. /n · Prepare presentations, reports, summaries and dashboards as required by the Chairman. /n · Organize, label and archive contracts, agreements, statutory documents and personal papers for easy retrieval. /n · Assist in compiling MIS reports and information requested by the Chairman from various departments. /n · Ensure version control and backup of all important documents handled by the Chairman's office. /n 2.8 Coordination &

• Communication /n · Act as the single point of contact between the Chairman and internal teams, sister companies, vendors and external stakeholders. /n · Screen incoming calls, visitors and requests; route them appropriately on behalf of the Chairman. /n · Communicate the Chairman's instructions, approvals and feedback to relevant stakeholders accurately and promptly. /n · Build and maintain professional relationships with key contacts, customers and dignitaries connected with the Chairman's office. /n · Maintain strict confidentiality in all internal and external communications. /n 3.

Required Qualifications &

Experience /n Education: /n · Graduate in any discipline; preference for candidates with a degree in Business Administration, Commerce or Secretarial Practice. /n · Post-graduate qualification or diploma in Business Management / Executive Assistance is an added advantage. /n Experience: /n · Minimum 5–10 years of experience as an Executive Assistant / Personal Secretary to a Chairman, MD, CEO or other C-suite leader.



/n · Prior experience in a manufacturing group, family-managed business or multi-company set-up is strongly preferred. /n · Hands-on exposure to handling personal and confidential assignments of senior leadership. /n Certifications Preferred: /n · Certification in Office Administration, Executive Secretarial Practice or Business Communication. /n · Advanced certification in MS Office (Word, Excel, PowerPoint, Outlook). /n 4. Technical & Functional Skills /n · High proficiency in MS Office – Outlook, Word, Excel, PowerPoint – for emails, documents, schedules and presentations. /n · Excellent typing speed and accuracy with strong command over written English. /n · Strong drafting skills for emails, letters, notes and minutes of meetings. /n · Familiarity with calendar tools, video conferencing platforms (Zoom, MS Teams, Google Meet) and travel booking portals. /n · Working knowledge of expense management, travel desk operations and documentation systems. /n · Ability to prepare professional MIS reports, dashboards and presentations from raw data. /n 5.

Behavioral

Competencies /n · High level of integrity, discretion and confidentiality in handling sensitive information. /n · Excellent organizational and time-management skills with strong attention to detail. /n · Proactive, anticipatory mindset – ability to think one step ahead of the Chairman's requirements. /n · Solid interpersonal and communication skills with a polished, professional demeanour. /n · Ability to multi-task, prioritize and work under pressure with calm composure. /n · Reliability, punctuality and a strong sense of ownership towards the Chairman's office. /n · Adaptability and willingness to support the Chairman beyond regular working hours when required. /n 6.

Key Performance

Indicators (KPIs) /n Calendar &

• Schedule Management /n 100% calendar accuracy; zero missed or conflicting appointments; daily schedule shared with Chairman by 10:00 AM. /n Email &

• Correspondence /n All Chairman's emails drafted, typed and dispatched within 4 working hours; zero typing or grammatical errors. /n Conference &

• Meeting Coordination /n All conferences and meetings arranged with 100% readiness (venue, AV, refreshments, attendees); agendas circulated 24 hours prior. /n Minutes of Meeting (MoM) /n MoM circulated within 24 hours of every meeting; 100% accuracy of action points, owners and deadlines.. /n Travel &

• Hotel Bookings /n Error-free flight, hotel and ground transport bookings; final itinerary shared 48 hours before travel; expense reports closed within 3 days of return. /n Personal Assignments /n 100% timely completion of personal tasks delegated by the Chairman; complete discretion maintained at all times. /n Confidentiality &

• Discretion /n Zero confidentiality breaches; positive feedback from Chairman on professionalism and trustworthiness. /n Documentation &

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

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