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.