Strategic Executive Assistant - C Suite

Core Executive Support & Governance

1. Calendar, Time & Gatekeeping Management

Calendar Governance: Act as the sole gatekeeper and manager of the President's complex calendar.

Prioritize, filter, and allocate time based on corporate business priorities and urgent operational

needs.

Schedule Optimization: Proactively resolve scheduling conflicts, buffer time for strategic

thinking/reviews, and ensure daily meetings run on schedule.

2. Meeting Governance & Timely Business Reviews

Routine & Periodical Reviews: Design, maintain, and enforce the annual and quarterly review

calendar for all functional divisions (Sales, R&D, Operations, Finance, HR, Supply Chain).

Pre-Meeting Preparation: Ensure all background notes, presentations, agendas, and performance

data are collated, vetted, and submitted to the President at least 24 hours prior to scheduled

meetings.

Minutes & Action Item Tracking: Attend key executive and leadership meetings, record actionable

Minutes of Meeting (MoM), and establish a rigorous tracking mechanism to enforce deadlines

across functional heads.

Pre-Review Briefings: Brief the President ahead of critical meetings with key highlights, open action

items from previous reviews, and target focus areas.

3. Executive Travel, Logistics & Protocol

Event & Delegation Handling: Manage logistics for board meetings, leadership offsites, external

industry forums, and high-level client/partner visits.

International Visitors : Manage and plan the visit and schedule of International Visitors.

4. Executive Communications & Information Management

Correspondence & Secretarial Control: Draft, review, and handle routine and confidential

correspondence, emails, memos, and letters on behalf of the President.

Document Archiving & Retrieval: Maintain a secure physical and digital filing system for confidential

corporate files, contracts, board documents, and legal records.

Expense Management: Review, process, and file executive expenses and approval requests on

behalf of the President's Office.

Strategic Coordination

1. Project Tracking & PMO Coordination

Special Initiatives: Track the progress of special projects directed by the President, interfacing with

internal project teams to report status updates.

Key Performance Indicators (KPIs)

Calendar & Time Efficiency: Zero scheduling overlaps and optimal daily schedule utilization for the

President.

Review Cadence Adherence: 100% on-time execution of scheduled departmental reviews and

follow-up tracking.

MoM Turnaround Time: Distribution of formal Minutes of Meeting and actionable items within 24

hours of meeting completion.

Action Item Closure Rate: High percentage of cross-functional action points tracked and closed on

• schedule.

Qualifications

Educational Background • Mandatory: Master's Degree in Business Administration (MBA) from Tier One Institute

• Preferred: Prior academic or professional training in Project Management,

Business Analysis, or Executive Office Administration.

Professional Experience • 8-15 years of total experience in core Executive Assistant, Chief of

Staff, or Executive Governance roles supporting C-suite executives

(President/MD/CEO).

• Desirable Background: Prior experience with Big Four management

consulting or structured corporate environments.

• Proven track record in high-volume calendar management, meeting

governance, and review tracking in mid-to-large organizations.

Core Competencies • Mastery in Calendar & Meeting Governance: Exceptional skills in MS

Outlook, calendar tools, review tracking, and meeting logistics.

• Assertiveness & Follow-Through: Ability to rigorously follow up with

functional heads and enforce task completion.

• Executive Communication: Superior drafting skills for C-suite emails,

MoMs, and executive briefs.

• Confidentiality & Integrity: Absolute discretion in handling sensitive

organizational data.

Tech & Tools Proficiency • Advanced MS Office Suite (Word, Excel, PowerPoint, Outlook).

• Proficiency in project tracking software, task management tools, and

virtual meeting platforms (Teams, Zoom).