Executive assistant to Chairman

Job Summary

We are looking for a smart, proactive, well-organized, and professional Executive Assistant to the Director who can provide high-level administrative, coordination, and business support. The candidate will work closely with the Director to manage schedules, meetings, communication, follow-ups, travel, documentation, and day-to-day business activities.

The ideal candidate should be capable of anticipating requirements, maintaining confidentiality, coordinating with different departments, and ensuring timely execution of tasks assigned by the Director.

Key Responsibilities

• Manage the Director’s daily calendar, appointments, meetings, and schedule.
• Coordinate and schedule internal and external meetings with clients, vendors, employees, and business partners.
• Manage emails, calls, correspondence, and communication on behalf of the Director when required.
• Prepare meeting agendas, presentations, reports, MIS, and other business documents.
• Attend meetings with the Director, prepare minutes, and maintain action points.
• Follow up with department heads and team members on tasks assigned by the Director.
• Track pending tasks, deadlines, commitments, and important business activities.
• Coordinate with Sales, Operations, Finance, HR, Purchase, Logistics, and other departments.
• Maintain confidential documents, business information, and sensitive communications.
• Arrange domestic and international travel, including flights, hotels, transportation, and itineraries.
• Coordinate with clients, vendors, suppliers, consultants, and other external stakeholders.
• Prepare and maintain daily/weekly status reports for the Director.
• Assist the Director in business planning, project coordination, and special assignments.
• Ensure timely communication of instructions and decisions taken by the Director.
• Conduct research and gather information required for business meetings and decision-making.
• Maintain proper filing and documentation of important records.
• Handle urgent and priority tasks assigned by the Director.
• Perform any other responsibilities assigned by the Director from time to time.

Candidate Requirements

• Bachelor’s degree in Business Administration, Commerce, Management, or any relevant discipline.
• 2–5 years of experience as an Executive Assistant, Personal Assistant, Management Assistant, or similar role.
• Excellent verbal and written communication skills.
• Strong knowledge of MS Office – Excel, Word, PowerPoint, and Outlook.
• Strong organizational and time-management skills.
• Excellent follow-up and coordination abilities.
• Professional personality with good interpersonal skills.
• Ability to handle confidential and sensitive information with discretion.
• Ability to multitask and work under pressure.
• Strong attention to detail.
• Willingness to travel with the Director, if required.

Key Skills

• Executive & Calendar Management
• Business Coordination
• Meeting & Travel Management
• Task & Follow-up Management
• MS Excel & PowerPoint
• Report & Presentation Preparation
• Client & Stakeholder Coordination
• Communication Skills
• Confidentiality & Discretion
• Time Management
• Problem Solving
• Multitasking

Key Performance Indicators (KPIs)

• Effective management of the Director’s schedule.
• Timely completion and follow-up of assigned tasks.
• Accuracy and quality of reports and presentations.
• Timely coordination of meetings and travel.
• Effective follow-up with departments and stakeholders.
• Proper handling of confidential information.
• Timely communication and execution of management decisions.
• Overall efficiency of executive and administrative support.