Executive Assistant To Chairman – Key Result Areas

3 days ago

Pune, Maharashtra, India Sumeet Ssg Full time ₹ 12,00,000 - ₹ 36,00,000 per year

Reports to: Chairman / CMD

Objective: Ensure smooth execution of the Chairmans strategic, operational, and administrative responsibilities by providing high-level support, coordination, and follow-through.

1. Calendar, Travel & Schedule Management

  • Maintain and coordinate an up-to-date calendar for all meetings, events, and travel plans.
  • Prioritize appointments and ensure alignment with the Chairmans key priorities.
  • Plan and manage travel itineraries, bookings, visas, logistics, and reimbursements.

KPI Examples:

  • Zero scheduling conflicts per quarter
  • 100% travel plans executed within budget and timelines

2. Meeting Coordination & Documentation

  • Organize internal/external meetings with stakeholders, clients, board members, or officials.
  • Prepare agendas, collect background materials, and record MoMs (Minutes of Meetings).
  • Track action items and follow up for closure before the next meeting.

KPI Examples:

  • MoMs submitted within 24 hours of meeting
  • 90%+ action item follow-up within deadlines

3. Communication & Liaison

  • Draft professional emails, letters, speeches, and communication on behalf of the Chairman.
  • Act as a liaison between the Chairman and internal/external stakeholders.
  • Ensure communication is timely, accurate, and confidential.

KPI Examples:

  • Response turnaround time 24 hours
  • Zero escalations in external communication

4. Project Coordination & Research

  • Assist in tracking high-priority strategic or confidential projects.
  • Conduct background research, prepare reports, and summarize findings for decision-making.
  • Liaise with internal teams to gather updates on key initiatives.

KPI Examples:

  • Weekly/biweekly dashboards submitted
  • Minimum 1 project research summary/month

5. Board and Investor Support (if applicable)

  • Coordinate Board meeting schedules, send invites, and compile Board Packs.
  • Maintain records of Board resolutions, policies, and confidential files.
  • Assist in responding to investor or stakeholder queries where needed.

KPI Examples:

  • 100% Board meeting materials shared at least 3 days in advance
  • 100% compliance in document filing and circulation

6. Confidential Data Management

  • Maintain digital and physical records of sensitive documents, contracts, and reports.
  • Ensure discretion in all matters related to company finances, partnerships, or personnel.

KPI Examples:

  • Zero data breaches or leaks
  • Secure backup and document version control maintained

7. Protocol & Event Management

  • Ensure VIP and protocol arrangements for high-level visitors and dignitaries.
  • Coordinate with PR, admin, and hospitality for events, conferences, or offsites.

KPI Examples:

  • 100% compliance with guest protocol
  • Event coordination satisfaction score 90%

8. Personal & Office Admin Support (as required)

  • Support in handling some personal tasks (appointments, greetings, special events).
  • Oversee office supplies, decorum, and environment of the Chairmans office.

KPI Examples:

  • All admin tasks handled within SLA
  • Smooth coordination with chauffeur, domestic staff, or personal services (if applicable)

9. Confidential Stakeholder Interaction

  • Attend confidential meetings and ensure strict discretion on discussions.
  • Serve as a trusted sounding board for priorities, feedback, and people matters.

10. Time Management & Priority Gatekeeping

  • Assess incoming requests and manage what reaches the Chairman based on impact and urgency.

Coordinate with HR, Legal, Finance, or any business unit to ensure tasks are prioritized for Chairmans attention.

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