Executive Assistant to the Chairman

Position Details

Job Title: Executive Assistant to the Chairman

Location: Matunga,Mumbai

Reporting To: Chairman

Employment Type: Full-time

Working Days: 6 days a week

Role Overview

The Executive Assistant to the Chairman will work closely and directly with the Chairman in a high-responsibility Management Associate / Executive Assistant capacity.

The role requires an individual who can independently manage complex, cross-functional assignments from initiation to closure. The candidate should be capable of bringing structured analysis, practical recommendations, and solutions to the Chairman rather than merely providing routine status updates.

The ideal candidate will demonstrate strong business understanding, exceptional organisational skills, professional communication, and the ability to handle confidential and sensitive matters with complete discretion.

Key Responsibilities

1. Executive & Calendar Management

- Manage the Chairman’s calendar, priorities, meetings, appointments, travel arrangements, and business schedules.
- Proactively plan and coordinate meetings and engagements to ensure effective utilisation of the Chairman’s time.
- Anticipate requirements and ensure that the Chairman is adequately prepared for meetings, discussions, and important commitments.

2. Meeting & Stakeholder Management

- Attend meetings alongside or on behalf of the Chairman as required.
- Represent the organisation professionally while interacting with clients, vendors, consultants, and other external stakeholders.
- Prepare meeting agendas, briefing notes, decision summaries, and relevant background material.
- Record and circulate accurate Minutes of Meetings (MoMs).
- Track action points and ensure timely closure through effective follow-ups.

3. End-to-End Project & Task Ownership

- Independently own assigned tasks and projects from initiation through successful completion.
- Handle assignments such as vendor identification, project coordination, regulatory requirements, internal initiatives, and other management-driven projects.
- Conduct necessary research, evaluate available options, and present structured findings and recommendations to management.
- Ensure deadlines, deliverables, and follow-ups are tracked effectively.

4.



Cross-Functional Coordination

- Coordinate with various departments, including Quality, Regulatory, Finance, HR, Administration, Production, and other relevant functions.
- Maintain project trackers, dashboards, and follow-up mechanisms to provide complete visibility on ongoing initiatives.
- Ensure effective communication and coordination between internal teams and external stakeholders.

5. Documentation & Business Communication

- Draft, review, and finalise professional emails, letters, proposals, agreements, and other management correspondence.
- Review vendor agreements and commercial terms and highlight relevant points for management's consideration.
- Maintain high standards of accuracy, confidentiality, grammar, and professional communication.

6. MIS, Reporting & Analysis

- Prepare MIS reports, management dashboards, data analyses, and presentations.
- Analyse information and convert data into structured insights for management review.
- Develop management-level presentations using relevant business information and data.
- Maintain accurate and up-to-date records of important projects, activities, and management initiatives.

7. Vendor & Commercial Coordination

- Identify and evaluate potential vendors based on business requirements.
- Support vendor sourcing, procurement coordination, evaluation, and negotiations.
- Assist management in reviewing commercial proposals, terms, and agreements.
- Coordinate with vendors to ensure timely execution and closure of assigned requirements.

8. Records & Confidential Information

- Maintain well-organised physical and digital records.
- Handle confidential business information, sensitive matters, documents, and management communications with complete discretion.
- Ensure that confidential information is appropriately protected and shared strictly on a need-to-know basis.

Required Qualifications & Experience





- MBA or equivalent management qualification is preferred.
- Strong academic background preferred.
- Minimum 7 years of relevant professional experience in one or more of the following:
- Executive Assistant
- Management Associate
- Chief of Staff
- Senior Operations Coordination
- Similar senior-level coordination or management support roles

- Proven experience in independently managing complex, multi-stakeholder assignments with minimal supervision.
- Experience working directly with senior management, promoters, business leaders, or CXO-level professionals will be an advantage.

Required Skills & Competencies

- Excellent written and verbal communication skills in English.
- Strong ability to draft qualified correspondence and management communications.
- Ability to prepare structured analyses, reports, presentations, and decision-support documents.
- Advanced proficiency in MS Excel, Word, PowerPoint, and Outlook.
- Working knowledge of Canva for professional presentations and business communication.
- Strong MIS preparation and reporting skills.
- Good understanding of data analysis and management-level presentations.
- Strong vendor evaluation, sourcing, procurement coordination, and negotiation-support skills.
- Ability to understand and review commercial terms, vendor agreements, and contract structures.
- Strong project management and execution capabilities.
- Excellent follow-up and task-tracking discipline.
- Strong stakeholder management and coordination skills.
- Ability to prioritise multiple assignments and work under minimal supervision.
- High level of professionalism, discretion, confidentiality, and attention to detail.

Ideal Candidate Profile

The ideal candidate should be a highly organised, proactive, and business-oriented professional who can function independently in a fast-paced environment. She should be comfortable taking ownership of complex assignments, interacting with senior stakeholders, analysing information, and presenting practical recommendations to the Chairman.

The candidate must demonstrate maturity, confidentiality, strong business communication, excellent follow-up skills, and the ability to manage multiple priorities while maintaining a high standard of professionalism.

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