Job Description 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 · Strong interpersonal and communication skills with a polished, qualified 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 (Raigarh)
🏢 Remal
📍 Raigarh