Executive Assistant to the Chairman

Role Purpose
To provide high-quality strategic, administrative and coordination support to the Chairman, enabling effective management of priorities, commitments, stakeholder interactions and key business matters.
The incumbent will act as a trusted interface between the Chairman and internal/external stakeholders, ensuring confidentiality, responsiveness, disciplined follow-through and seamless functioning of the Chairman’s Office.
This role requires exceptional maturity, discretion, communication capability and the ability to operate effectively in a fast-paced, complex and senior leadership environment.
Education
Graduate from a reputed institution.
MBA / Postgraduate qualification preferred.
Strong academic and professional credentials.
Experience
10–15 years of overall experience, including preferably 5+ years supporting Chairman/MD/CEO/CXO-level leadership in a professionally managed organization.
Experience in Infrastructure/EPC/Engineering/Manufacturing/Projects would be highly desirable because the person needs to understand the pace and complexity of your business environment.
Key Responsibilities
1. Chairman’s Office Management
Manage the Chairman’s calendar, meetings, appointments and priorities with a high degree of discipline.
Anticipate requirements and ensure the Chairman is appropriately prepared for important meetings and engagements.
Prioritize incoming requests and facilitate effective utilization of the Chairman’s time.
Maintain a structured system for important documents, correspondence, commitments and follow-ups.
2. Executive & Business Coordination
Coordinate with the MD, Directors, CEO/COO, CXOs, Business/Vertical Heads and Functional Heads on matters requiring the Chairman’s attention.
Obtain relevant information, business updates and inputs ahead of important discussions.
Track key decisions, commitments and action points arising from Chairman-led meetings.
Follow up with stakeholders to ensure timely closure without requiring repeated intervention from the Chairman.
Maintain a Chairman’s Action Tracker / Decision Tracker for critical matters.
3. Meeting & Review Support
Prepare meeting agendas, briefing notes, background material and executive summaries.
Review incoming presentations/documents and ensure the Chairman receives concise and relevant information.
Record key decisions and action points from important meetings.
Track deadlines and proactively escalate delays or critical matters.
Coordinate periodic business/project/functional reviews involving the Chairman.
4. Communication & Correspondence
Draft and review high-quality letters, emails, notes, speeches, messages and other correspondence on behalf of the Chairman.
Ensure communication from the Chairman’s Office reflects appropriate tone, accuracy and executive stature.
Manage sensitive correspondence with employees, customers, government authorities, business associates and other stakeholders.
Maintain appropriate records of important communication.
5. Stakeholder Management
Act as an effective interface with:
Board Members and Directors
Senior Management/CXOs
Key clients and business partners
Government and regulatory stakeholders
Banks/financial institutions, where relevant
Consultants/advisors
Industry bodies and associations
Other important external stakeholders
Ensure interactions are handled with professionalism, protocol, sensitivity and confidentiality.
6. Business Intelligence & Briefing Support
Collate relevant business/project information for the Chairman.
Prepare concise summaries of significant developments requiring attention.
Coordinate inputs across functions where a consolidated management view is required.
Support preparation of information relating to strategic initiatives, major projects, investments and other Chairman-level priorities.
This does not make the EA a strategy owner; the role is to ensure the Chairman has the right information at the right time.
7. Confidentiality & Governance
Handle highly confidential information relating to business strategy, employees, Board matters, commercial matters and senior leadership with absolute discretion.
Maintain strict confidentiality of discussions and documents handled by the Chairman’s Office.
Exercise sound judgement regarding information sharing and stakeholder access.
Ensure appropriate document control and records management.
8. Travel & Engagement Management
Coordinate domestic/international travel, itineraries and important engagements.
Ensure effective coordination with internal teams and external stakeholders for visits and meetings.
Manage last-minute changes smoothly while protecting the Chairman’s priorities.

Work arrangement
No