Executive Assistant To Cmd

Role Objective (Purpose of the Position):

To provide high-level personal, administrative, strategic, and coordination support to the Chairman & Managing Director, enabling him to focus on leadership, decision-making, expansion, and stakeholder engagement by efficiently managing his schedule, communications, priorities, and follow-ups with complete confidentiality.

Key Responsibilities

1. Daily Management of CMD

• Manage CMD’s calendar, appointments, meetings, travel schedules, and reminders

• Screen and prioritize calls, messages, emails, and visitors

• Ensure CMD is disturbed only for critical and priority matters

• Act as the first point of contact for all professional communications

2. Meetings & Follow-Up Management

• Coordinate internal and external meetings

• Prepare meeting agendas, briefing notes, and background documents

• Record Minutes of Meeting (MoM)

• Track action points and ensure timely follow-ups with department heads and stakeholders

• Maintain a structured task and priority tracker for CMD directives

3. Communication & Coordination

• Draft professional emails, letters, WhatsApp communications, notices, invitations, and replies on behalf of CMD

• Coordinate with:

• Senior management & department heads

• Government officials & regulatory bodies

• Trustees, Directors, partners, consultants, vendors, and media professionals

• Handle sensitive and confidential communication with discretion and maturity

4. Documentation & Records Management

• Maintain organized records of:

• Agreements, licenses, approvals, board papers, government correspondence

• Manage digital and physical filing systems

• Prepare documents and drafts in English and Hindi (bilingual capability preferred)

• Assist in preparation of presentations, notes, reports, and summaries

5. Decision Support & Priority Tracking

• Convert CMD’s decisions into clear action plans

• Prepare concise briefing notes for important matters

• Track deadlines, escalations, and critical timelines

• Provide regular status updates to CMD in a structured format

6. Travel & Event Coordination

• Plan and manage CMD’s:

• Flights, hotels, local transport, and itineraries

• Protocols, guest coordination, and meeting schedules

• Coordinate participation in:

• Events, meetings, conferences, religious functions, official visits

7. Confidentiality & Trust

• Handle all information with absolute confidentiality

• Maintain professionalism, discretion, and loyalty at all times

• Act as a trusted gatekeeper for CMD’s time and information

Required Qualifications

• Graduate / Post Graduate in any discipline (MBA preferred)

• Prior experience as Personal Assistant / Executive Assistant / Chief of Staff support is highly desirable

Required Skills & Competencies

• Excellent written and verbal communication skills

• Strong organizational and time-management abilities

• Proficiency in:

• MS Office / Google Workspace

• Email & calendar management tools

• Ability to multitask and work under pressure

• High emotional intelligence and professional maturity

• Proactive, solution-oriented, and detail-focused mindset

Experience

• Minimum 3–7 years experience in a similar role

• Experience working with senior leadership / promoters / CMD / CEO preferred

Personal Attributes

• Highly trustworthy and discreet

• Calm, composed, and confident

• Presentable and professional demeanor

• Flexible working hours and availability when required