Executive Assistant to the Chairman

Location: Kochi

Employment Type: Full-Time

Experience: Minimum 2 years

Department: Chairman’s Office

Reporting To: Chairman

Job Summary

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

The ideal candidate will work closely with the Chairman and coordinate with multiple departments to ensure smooth execution of organizational tasks, timely follow-ups, effective communication, and efficient day-to-day operations.

Key Responsibilities

Administrative & Operational Support

- Provide day-to-day administrative and operational support to the Chairman.
- Coordinate with different departments and follow up on assigned tasks and projects.
- Prepare reports, presentations, meeting agendas, and official correspondence.
- Maintain confidential records, documents, and organizational information.
- Coordinate internal approvals, documentation, and administrative processes.
- Ensure timely completion of tasks delegated by the Chairman.

Departmental Coordination

- Coordinate with HR, Finance, Operations, Marketing, Administration, and other departments.
- Track departmental deliverables and ensure timely completion of assigned activities.
- Follow up with teams on pending tasks, deadlines, and action items.
- Support employees and departments with necessary resources, approvals, and administrative requirements.
- Ensure action points from meetings are properly communicated and executed.

Meetings & Communication

- Schedule and coordinate meetings, appointments, and internal reviews.
- Prepare meeting agendas and minutes of meetings.
- Circulate action points and follow up with respective stakeholders.
- Facilitate effective communication between the Chairman and internal teams.




- Coordinate with external stakeholders, vendors, and service providers when required.

Monitoring & Reporting

- Maintain operational trackers and management dashboards.
- Monitor departmental updates and prepare regular reports for the Chairman.
- Track pending activities and ensure timely follow-up.
- Support process improvements and initiatives aimed at improving operational efficiency.
- Ensure administrative policies and procedures are followed.

Qualifications

- Master’s degree in Business Administration, Management, Commerce, or a related field.
- Minimum 2 years of experience as an Executive Assistant, Administrative Coordinator, Office Manager, or in a similar role.
- Experience supporting senior management or executive leadership is preferred.

Required Skills

- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills in English.
- Proficiency in MS Office – Word, Excel, PowerPoint, and Outlook.
- Strong coordination and follow-up skills.
- Ability to handle confidential and sensitive information with discretion.
- Excellent interpersonal and relationship-management skills.
- Strong problem-solving and decision-making abilities.
- Ability to work independently with minimal supervision.
- High level of professionalism, integrity, accountability, and ownership.

Preferred Candidate Profile

- Professional appearance and communication skills.
- Highly proactive, organized, and responsible.
- Strong ability to coordinate with multiple departments and stakeholders.
- Capable of managing priorities and ensuring smooth day-to-day operations.
- Comfortable working in a dynamic and fast-paced environment.

Salary & Benefits Salary: As per company standards and based on experience

Joining: Immediate / As per availability

Benefits

- Cell phone reimbursement
- Versatile schedule
- Internet reimbursement
- Paid sick time

Work Location: In person

📌 Executive Assistant to CM (Kochi)
🏢 UGI - UNITED GROUP OF INITIATIVES
📍 Kochi