We are looking for a highly organized, professional, and discreet Executive Assistant to the Chairman to provide comprehensive administrative, coordination, communication, and executive support to the Chairman.

The role requires excellent communication skills, strong follow-up capabilities, attention to detail, confidentiality, and the ability to coordinate with senior management, department heads, external stakeholders, and institutional teams.

Role & responsibilities

1. Executive Support

- Manage the Chairmans daily schedule, appointments, meetings, and engagements.
- Coordinate and prioritize meetings based on urgency and organizational requirements.
- Prepare meeting agendas, briefing notes, presentations, reports, and other documents.
- Maintain an organized record of important communications, decisions, and commitments.
- Ensure timely follow-up on instructions and matters assigned by the Chairman.

2. Meeting & Coordination

- Coordinate meetings with senior management, HODs, consultants, government officials, vendors, and other stakeholders.
- Prepare meeting schedules and circulate relevant information/documents in advance.
- Record and maintain Minutes of Meetings (MoM) and track action points.
- Follow up with concerned departments to ensure timely closure of assigned actions.
- Coordinate institutional events, conferences, reviews, and significant engagements involving the Chairman.

3. Correspondence & Communication

- Draft, review, and format official letters, emails, notices, presentations, and confidential correspondence.
- Handle incoming and outgoing communication for the Chairmans Office.




- Maintain professional communication with internal and external stakeholders.
- Ensure timely dissemination of instructions and communications as directed.

4. MIS & Reporting

- Prepare periodic status reports, dashboards, presentations, and management summaries.
- Collect and consolidate information from various departments for Chairman-level reviews.
- Track pending matters, deadlines, approvals, and critical assignments.
- Maintain confidential records and documentation.

5. Follow-up & Task Management

- Maintain an Action Taken Report (ATR) for decisions and instructions issued by the Chairman.
- Coordinate with department heads to obtain updates on pending matters.
- Escalate delays, critical issues, and unresolved matters to the appropriate authority.
- Ensure closure of assigned tasks within defined timelines.

6. Confidentiality & Documentation

- Handle highly confidential information relating to management, employees, finances, strategic decisions, appointments, and institutional matters.
- Maintain systematic records of important documents and correspondence.
- Ensure confidentiality and appropriate handling of sensitive information at all times.

7. Stakeholder Management

- Coordinate with senior executives,



trustees/management representatives, doctors, faculty, administrators, government authorities, consultants, and external agencies.
- Receive and facilitate visitors and important stakeholders for meetings with the Chairman.
- Maintain professional relationships with key internal and external stakeholders.

Preferred candidate profile

- Prior experience as Executive Assistant / Personal Assistant / Management Executive / Executive Secretary to Chairman, MD, CEO, Director, Trustee or Senior Management.
- Candidates from hospital, healthcare, medical education, university, educational institution, corporate or large organizational setups will be preferred.
- Experience in handling senior-management meetings, MIS, presentations, correspondence, and follow-ups will be an advantage.
- Should be mature, dependable, proactive, well-organized, and highly professional.

Required Skills

- Excellent English communication and drafting skills.
- Strong verbal and written communication.
- Excellent organizational and time-management skills.
- Strong follow-up and coordination abilities.
- Proficiency in MS Office Word, Excel, PowerPoint and Outlook.
- Good presentation and report-making skills.
- Ability to prepare professional correspondence and meeting minutes.
- Strong interpersonal and stakeholder-management skills.
- High level of discretion and confidentiality.
- Ability to multitask and manage multiple priorities.
- Professional appearance, etiquette, and conduct.
- Ability to work under pressure and meet tight deadlines.

📌 Executive Assistant To Chairman (Nagpur)
🏢 VSPM Academy of Higher Education
📍 Nagpur