: Executive Assistant

Department: Executive Office / Corporate Management

Designation: Executive Assistant to the CEO

Reporting To: CEO

Employment Type: Full Time

Work Location: Coimbatore

Experience: 2 to 3 Years Preferred

Education: Bachelor's Degree in Business Administration, Management, Commerce, or a related discipline, having knowledge in legal and finance.

1. Job Purpose

Job Purpose: To provide administrative and operational support to senior management by managing schedules, coordinating meetings, tracking assignments, maintaining confidentiality, and ensuring smooth communication and timely completion of key tasks.

1. Key Responsibilities

A. Executive and Administrative Support ● Manage the executive's daily calendar, appointments, meetings, and schedules.

● Organize business meetings, conferences, appointments, and official engagements.

● Prepare daily schedules, meeting agendas, and briefing notes.

● Handle incoming calls, emails, correspondence, and official communications.

● Draft professional emails, letters, reports, presentations, and other business documents.

● Maintain an organized filing system for physical and digital records.

● Coordinate domestic and international travel arrangements, including tickets, accommodation, and itineraries, when required.

B. Meeting and Calendar Management

● Schedule internal and external meetings with appropriate stakeholders.

● Communicate meeting details and ensure the availability of required participants.

● Prepare agendas and supporting documents before meetings.

● Record meeting minutes, decisions, responsibilities, and deadlines.

● Follow up with concerned individuals on pending action items.

● Maintain a meeting calendar and provide timely reminders to management.

C. Management Coordination and Follow Up

● Coordinate with departmental heads, employees, business partners, and external stakeholders.

● Track assignments delegated by senior management.

● Maintain a follow up tracker for pending tasks, deadlines, and deliverables.

● Obtain progress updates from responsible team members.

● Escalate delayed assignments, critical issues, and time sensitive matters to management.

● Ensure that important instructions and decisions are communicated accurately.

● Assist management in monitoring the implementation of business decisions.

D. Business and Operational Support

● Support the planning and execution of management initiatives and business projects.

● Assist in preparing business reports, presentations, proposals, and management updates.

● Coordinate with HR, Finance, Marketing, Sales, Operations, and other departments.

● Assist in organizing corporate events, investor meetings, client meetings, and official engagements.

● Maintain records of important business contacts and stakeholder communications.

● Support the preparation and tracking of operational documents.

● Identify administrative bottlenecks and recommend improvements to executive office processes.

E. Communication and Stakeholder Management

● Serve as a professional point of contact for internal and external stakeholders.

● Maintain effective communication between senior management and relevant teams.

● Handle routine enquiries and route important matters to the appropriate person.

● Coordinate appointments with clients, investors, business associates, and strategic partners.

● Maintain professional communication standards across email, telephone, and messaging platforms.





● Ensure timely responses and follow ups on important communications.

F. Documentation and Reporting

● Prepare daily, weekly, and monthly executive activity reports as required.

● Maintain records of meetings, decisions, commitments, and pending assignments.

● Prepare presentations, spreadsheets, and management summaries.

● Maintain document version control and ensure important records are easily accessible.

● Assist in collecting information required for management reviews and decision making.

● Ensure the accuracy, completeness, and confidentiality of executive office documentation.

G. Confidentiality and Professional Conduct

● Maintain strict confidentiality regarding business strategies, financial information, personnel matters, investor details, and management decisions.

● Handle sensitive documents and communications responsibly.

● Exercise discretion when dealing with confidential or commercially sensitive matters.

● Follow company policies, procedures, and professional standards.

● Maintain integrity, reliability, and accountability in all assigned responsibilities.

1. Daily Workflow

Morning: Planning and Prioritization ● Review the executive's calendar and daily priorities.

● Identify key meetings, appointments, and deadlines.

● Prepare the day's schedule and required documents.

● Review pending tasks and follow up with concerned departments.

During the Day: Coordination and Execution

● Coordinate meetings, calls, and appointments.

● Manage correspondence and administrative requirements.

● Follow up on delegated assignments.

● Coordinate with departmental heads and stakeholders.

● Update task trackers and communicate urgent matters.

End of Day: Review and Reporting

● Review the status of completed and pending assignments.

● Update the executive's task and follow up tracker.

● Highlight unresolved issues and upcoming deadlines.

● Prepare a brief end of day report.

● Organize the schedule and priorities for the following working day.

1. Key Performance Indicators

The Executive Assistant's performance will be evaluated based on the following parameters:
1. Calendar Management: Accuracy of scheduling and avoidance of preventable scheduling conflicts.
2. Task Follow Up: Timely tracking and follow up of assignments delegated by management.
3. Communication Efficiency: Timeliness, accuracy, and professionalism of communications.
4. Meeting Coordination: Effective preparation, scheduling, documentation, and follow up.
5. Reporting Accuracy: Quality and timely submission of reports and management updates.
6. Administrative Efficiency: Ability to organize documents, schedules, and executive office activities.
7. Deadline Management: Effectiveness in tracking important deadlines and escalating delays.
8. Confidentiality: Compliance with company confidentiality requirements.
9. Stakeholder Coordination: Quality of interaction with employees, clients, business partners, and other stakeholders.
10. Proactiveness: Ability to anticipate requirements, identify issues, and initiate appropriate follow up.

11.



Required Skills and Competencies

Technical Skills ● Proficiency in Microsoft Office and AI tools

● Working knowledge of email and calendar management tools.

● Ability to prepare reports, presentations, and business documents.

● Familiarity with task management tools and digital filing systems.

● Good typing, documentation, and record management skills.

Qualified Skills

● Excellent verbal and written communication.

● Strong organizational and time management abilities.

● Effective multitasking and prioritization.

● Professional telephone and email etiquette.

● Attention to detail and accuracy.

● Problem solving and decision making abilities.

● Strong interpersonal and coordination skills.

● Ability to work independently and meet deadlines.

Personal Attributes

● High integrity and trustworthiness.

● Proactive and solution oriented mindset.

● Professional appearance and conduct.

● Calmness under pressure.

● Adaptability and willingness to learn.

● Ownership of assigned responsibilities.

● Respect for confidentiality and organizational hierarchy.

1. Qualifications and Experience

Educational Qualification ● Bachelor's degree in Business Administration, Commerce, Management, or expertise in legal and finance

● Additional certification in executive assistance, office administration, or business management is an advantage.

Experience

● 2 to 3 years of relevant experience in executive assistance, administrative management, or corporate coordination is preferred.

● Experience supporting a Director, Chairman, CEO, or Vice President is desirable.

● Experience in investment, financial services, real estate, or corporate environments is an added advantage.

1. Authority and Reporting Structure

The Executive Assistant will report directly to the designated executive and work closely with relevant departmental heads.

The role may involve

● Coordinating information and updates across departments.

● Requesting progress reports on assignments delegated by management.

● Scheduling meetings and appointments on behalf of the executive.

● Maintaining task trackers and highlighting overdue assignments.

● Communicating management instructions accurately.

● Escalating urgent matters and operational concerns.

Note: The Executive Assistant is responsible for coordination and follow up, not independently exercising managerial authority unless specifically delegated.

1. Expected Outcomes

The successful candidate is expected to: ● Improve the executive's productivity and time management.

● Ensure that meetings, schedules, and commitments are properly organized.

● Maintain consistent follow up on management decisions and assignments.

● Improve communication between leadership and departments.

● Maintain accurate and accessible executive records.

● Protect confidential business information.

● Help ensure that important tasks and deadlines receive appropriate attention.

1. Overall Expectation

The Executive Assistant must function as a dependable professional partner to senior management, ensuring that administrative responsibilities, communication, coordination, and follow up are handled efficiently. The ideal candidate will demonstrate initiative, discretion, accountability, and the ability to anticipate management requirements while maintaining the highest standards of professionalism.

Benefits

- Paid time off

Work Location: In person

📌 Executive Assistant (Coimbatore)
🏢 GHL INDIA
📍 Coimbatore