Role Summary: The Personal Assistant to the Chairman will provide high-level executive and personal support to ensure the Chairman’s time, priorities, travel, stakeholder interactions, and engagements are managed effectively. The role requires exceptional discretion, maturity, and judgment as it involves close interaction with senior internal leaders, strategic partners, board members, business partners, and other external stakeholders on behalf of the Chairman. The individual will play a critical role in enabling the Chairman to operate efficiently by managing logistics, prioritizing engagements, and facilitating high-quality stakeholder interactions. The incumbent will act as a trusted aide and operational enabler, ensuring the Chairman’s professional and personal commitments are seamlessly coordinated. The role requires the ability to anticipate needs, manage complexity, and handle sensitive matters with confidentiality and professionalism.

Key Responsibilities
1. Executive Support to the Chairman
• Provide comprehensive administrative and operational support to the Chairman.
• Act as the primary point of coordination for all matters requiring the Chairman’s attention.
• Anticipate needs and proactively manage tasks to ensure the Chairman can focus on strategic priorities.
• Provide ad hoc assistance across professional and personal matters, functioning as a trusted aide in managing day-to-day requirements.
• Support the Chairman during meetings, events, and travel engagements as required. 2. Calendar and Priority Management
• Manage and optimize the Chairman’s daily, weekly, and long-term calendar.
• Evaluate meeting requests and prioritize engagements based on strategic importance, urgency, and relationship value. Ensure Chairman’s time is allocated to highest strategic value activities.
• Coordinate schedules across multiple stakeholders and time zones.
• Ensure sufficient preparation time between meetings and travel commitments.
• Maintain flexibility to manage last-minute changes and urgent requests. 3. Stakeholder Liaison and Relationship Management
• Serve as a key liaison between the Chairman and internal/external stakeholders.
• Coordinate interactions with senior leadership, board members, business partners, and external institutions.




• Maintain professional relationships with key stakeholders to ensure smooth communication and engagement.
• Ensure timely responses and follow-ups on behalf of the Chairman where appropriate. 4. Engagement Planning and Relationship Calendar
• Maintain a comprehensive engagement calendar tracking key dates and relationship milestones including Birthdays, Anniversaries, Festive occasions, Professional milestones, Key corporate events
• Coordinate greetings, messages, meetings, or gifts aligned with the engagement plan.
• Work closely with internal teams to ensure thoughtful relationship management with key stakeholders.
• Proactively suggest engagement opportunities to strengthen strategic relationships. 5. Corporate Gifting and Protocol Management
• Manage the Chairman’s corporate gifting program for stakeholders and key occasions.
• Identify and procure high-quality, thoughtful gifts aligned with the recipient profile and occasion.
• Maintain a strong network of vendors and suppliers to source premium gifts efficiently.
• Ensure timely delivery and appropriate presentation of gifts.
• Maintain records of gifting history to ensure personalization and avoid duplication. 6. Travel Management and Logistics
• Plan and coordinate domestic and international travel for the Chairman.
• Manage flight bookings, accommodation, visas, and travel documentation.
• Ensure end-to-end travel logistics, including Airport transfers, Local transportation, Security coordination if required, Last-mile support at destinations
• Prepare detailed travel itineraries and briefing notes for trips.
• Travel with the Chairman when required to provide on-ground coordination and logistical support. 7. Confidentiality and Sensitive Information Management
• Handle highly confidential and sensitive information with utmost discretion and professionalism.
• Maintain strict confidentiality regarding business matters, personal information, and strategic discussions.




• Exercise sound judgment in handling communications and documents. 8. Managing Complexity and Ambiguity
• Operate effectively in a fast-paced and dynamic environment.
• Manage competing priorities while ensuring the Chairman’s objectives are met.
• Demonstrate maturity and diplomacy when handling sensitive situations.
• Exercise discretion in decision-making where guidance may not always be available. 9. Technology and Operational Efficiency
• Leverage digital tools and technology to manage schedules, communications, and logistics effectively.
• Maintain organized digital records and documentation.
• Use productivity tools to improve coordination, reminders, and tracking of commitments.
• Continuously look for ways to improve efficiency in supporting the Chairman. 10. Situational Maturity Ability to handle the power and proximity to leadership responsibly, key indicators:
• Does not misuse authority
• Maintains humility and professionalism
• Handles sensitive situations with emotional intelligence Professional Competencies
• Exceptional organizational and planning skills
• Strong stakeholder management and interpersonal skills
• Ability to prioritize and manage multiple tasks simultaneously
• Able to manage ambiguity and operate effectively in dynamic environments
• High attention to detail and execution excellence
• Strong problem-solving ability and proactive mindset
• Tech-savvy with strong proficiency in digital tools Personal Attributes
• High level of maturity, integrity, and discretion
• Strong sense of responsibility and ownership
• Ability to maintain composure in high-pressure situations
• Excellent judgment and diplomacy
• Strong relationship-building skills
• Strong interpersonal skills with the ability to engage with senior stakeholders. Qualification and Experience
• Bachelor’s Degree in Business Administration, Management, or related field preferred.
• 10-15 years of experience in executive assistance or senior leadership support roles.
• Prior experience supporting CXO-level executives, promoters, or board-level leadership is highly desirable. Additional Requirements
• Willingness to travel with the Chairman as required.
• Tech-savvy with proficiency in office productivity and communication tools.

📌 Personal Assistant to the Chairman (Mumbai)
🏢 Allcargo Global
📍 Mumbai