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

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• Graduate from a reputed institution.
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• MBA / Postgraduate qualification preferred.
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• Strong academic and professional credentials.
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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

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• Manage the Chairman’s calendar, meetings, appointments and priorities with a high degree of discipline.
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• Anticipate requirements and ensure the Chairman is appropriately prepared for important meetings and engagements.
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• Prioritize incoming requests and facilitate effective utilization of the Chairman’s time.
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• Maintain a structured system for important documents, correspondence, commitments and follow-ups.
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2. Executive & Business Coordination

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• Coordinate with the MD, Directors, CEO/COO, CXOs, Business/Vertical Heads and Functional Heads on matters requiring the Chairman’s attention.
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• Obtain relevant information, business updates and inputs ahead of important discussions.
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• Track key decisions, commitments and action points arising from Chairman-led meetings.
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• Follow up with stakeholders to ensure timely closure without requiring repeated intervention from the Chairman.
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• Maintain a Chairman’s Action Tracker / Decision Tracker for critical matters.
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3. Meeting & Review Support

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• Prepare meeting agendas, briefing notes, background material and executive summaries.
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• Review incoming presentations/documents and ensure the Chairman receives concise and relevant information.
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• Record key decisions and action points from important meetings.
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• Track deadlines and proactively escalate delays or critical matters.
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• Coordinate periodic business/project/functional reviews involving the Chairman.
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4. Communication & Correspondence

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• Draft and review high-quality letters, emails, notes, speeches, messages and other correspondence on behalf of the Chairman.
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• Ensure communication from the Chairman’s Office reflects appropriate tone, accuracy and executive stature.
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• Manage sensitive correspondence with employees, customers, government authorities, business associates and other stakeholders.
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• Maintain appropriate records of important communication.
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5. Stakeholder Management

Act as an effective interface with:

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• Board Members and Directors
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• Senior Management/CXOs
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• Key clients and business partners
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• Government and regulatory stakeholders
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• Banks/financial institutions, where relevant
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• Consultants/advisors
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• Industry bodies and associations
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• Other important external stakeholders
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Ensure interactions are handled with professionalism, protocol, sensitivity and confidentiality.

6. Business Intelligence & Briefing Support

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• Collate relevant business/project information for the Chairman.
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• Prepare concise summaries of significant developments requiring attention.
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• Coordinate inputs across functions where a consolidated management view is required.
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• Support preparation of information relating to strategic initiatives, major projects, investments and other Chairman-level priorities.
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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

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• Handle highly confidential information relating to business strategy, employees, Board matters, commercial matters and senior leadership with absolute discretion.
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• Maintain strict confidentiality of discussions and documents handled by the Chairman’s Office.
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• Exercise sound judgement regarding information sharing and stakeholder access.
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• Ensure appropriate document control and records management.
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8. Travel & Engagement Management

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• Coordinate domestic/international travel, itineraries and important engagements.
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• Ensure effective coordination with internal teams and external stakeholders for visits and meetings.
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• Manage last-minute changes smoothly while protecting the Chairman’s priorities.
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