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.
