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Personal Assistant to Chairman

Elite Butlers
Mumbai, Maharashtra

Quick apply

Job details

Full-time
₹30,00,000 a year

Qualifications

Microsoft Powerpoint
Microsoft Word
Hospitality
Microsoft Excel
Microsoft Outlook
Microsoft Office
Bachelor's degree
Hospitality Management
Business Administration
Communication skills
Personal assistant experience
Senior leadership

Full job description

Personal Assistant to the Chairman

Position Summary

We are seeking a highly experienced, proactive, and discreet Personal Assistant to the Chairman to provide comprehensive executive and personal support to the Chairman. This is a high-trust role requiring exceptional organizational skills, sound judgment, emotional intelligence, and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will serve as the Chairman's trusted partner, ensuring seamless management of schedules, travel, stakeholder relationships, confidential matters, and strategic priorities. This position demands professionalism, flexibility, maturity, and the ability to anticipate needs before they arise.

Key Responsibilities

1. Executive & Personal Support

Provide end-to-end executive and personal assistance to the Chairman.
Act as the primary point of coordination for all matters requiring the Chairman's attention.
Proactively manage priorities, ensuring the Chairman's time is utilized effectively.
Handle confidential business and personal assignments with complete discretion.
Prepare meeting agendas, briefing notes, presentations, reports, and correspondence.
Accompany the Chairman for meetings, business engagements, and travel whenever required.

2. Calendar & Time Management

Manage and optimize the Chairman's daily, weekly, and long-term calendar.
Coordinate meetings across internal and external stakeholders.
Prioritize appointments based on business importance and strategic objectives.
Handle last-minute schedule changes efficiently.
Ensure adequate preparation time between meetings, travel, and key engagements.
Track action items and ensure timely follow-ups.

3. Stakeholder Management

Serve as the key liaison between the Chairman and internal as well as external stakeholders.
Coordinate communication with business partners, investors, board members, consultants, government officials, key clients, and senior leadership.
Maintain professional relationships while representing the Chairman with the highest standards of professionalism and confidentiality.
Monitor pending approvals, commitments, and follow-up actions to ensure timely execution.

4. Relationship & Engagement Management

Maintain and manage an engagement calendar covering:

Birthdays
Anniversaries
Festivals
Corporate events
Professional milestones
Personal occasions

Responsibilities include:

Coordinating greetings, gifts, meetings, and engagement plans.
Maintaining relationship records and preferences.
Supporting the Chairman in nurturing long-term strategic relationships.

5. Corporate Gifting & Protocol Management

Manage the Chairman's annual corporate gifting program.
Source premium and personalized gifts for clients, partners, dignitaries, and key stakeholders.
Coordinate procurement, packaging, delivery, and acknowledgements.
Maintain gifting records to ensure personalization and avoid duplication.
Build and manage relationships with premium vendors and suppliers.
Ensure adherence to corporate etiquette and protocol.

6. Travel & Logistics Management

Plan and coordinate domestic and international travel.
Arrange flights, hotels, visas, transportation, travel insurance, and related documentation.
Prepare detailed travel itineraries and briefing notes.
Coordinate airport transfers, local logistics, and business appointments.
Travel with the Chairman whenever required to ensure seamless execution of schedules and engagements.

7. Confidentiality & Information Management

Handle highly confidential business and personal information with absolute integrity.
Maintain confidentiality of strategic discussions, financial information, legal documents, and personal matters.
Exercise excellent judgment while managing sensitive communications and documentation.
Ensure secure maintenance of records and digital files.

8. Operational Excellence

Manage multiple priorities in a dynamic and demanding environment.
Resolve issues proactively with minimal supervision.
Deliver assignments within deadlines while maintaining exceptional attention to detail.
Continuously identify opportunities to improve workflows and enhance the Chairman's productivity.
Coordinate special projects and ad-hoc assignments as required.

9. Technology & Productivity

Effectively utilize Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, digital calendars, and productivity tools.
Maintain organized documentation and digital filing systems.
Leverage technology to improve scheduling, reminders, planning, reporting, and task management.

10. Executive Presence & Professional Conduct

The successful candidate must consistently demonstrate:

Exceptional professionalism and executive presence.
High levels of integrity and discretion.
Strong decision-making ability.
Emotional intelligence and maturity.
Humility while working closely with senior leadership.
Excellent business etiquette and communication skills.
Calmness under pressure and adaptability in changing situations.

Key Competencies

Professional Competencies

Executive-level calendar management
Stakeholder and relationship management
Strategic planning and prioritization
Excellent organizational and coordination skills
Strong communication and interpersonal abilities
High ownership and accountability
Problem-solving and decision-making skills
Ability to anticipate requirements proactively
Strong execution and follow-through
Attention to detail

Personal Attributes

Integrity and trustworthiness
Absolute confidentiality
Professional maturity
Emotional intelligence
Flexibility and adaptability
Positive, service-oriented attitude
Ability to perform under pressure
Excellent judgment
High level of discretion

Qualifications & Experience

Bachelor's degree in Business Administration, Management, Hospitality, or a related discipline preferred.
10–15+ years of experience working exclusively as a Personal Assistant or Executive Assistant supporting a:
- Chairman
- Founder
- Promoter
- Entrepreneur
- Business Owner
- Family Office Principal
Experience working with well-established and reputed organizations is essential.
Prior exposure to the hospitality, luxury, lifestyle, aviation, or premium service industry will be an added advantage.
Demonstrated career stability with a strong professional track record.
Excellent written and verbal communication skills with exceptional business etiquette.

Additional Requirements

Willingness to travel extensively with the Chairman across India and internationally.
Flexibility to work beyond standard business hours, including weekends and holidays, whenever business demands.
Candidates currently based in Mumbai or willing to relocate to Mumbai will be preferred.
Strong physical stamina to support extensive travel and demanding schedules.
High proficiency in Microsoft Office Suite and modern productivity tools.
Ability to manage confidential matters with the highest level of professionalism and integrity.

Preferred Candidate Profile

We are looking for a highly polished, dependable, and proactive professional who has previously worked in close partnership with a Chairman, Founder, Entrepreneur, or Business Owner. The ideal candidate should be capable of managing demanding schedules, handling confidential matters with discretion, coordinating high-level stakeholder interactions, and travelling extensively while maintaining exceptional professionalism and executive presence. Experience within hospitality, luxury, lifestyle, or other premium service environments will be highly valued.

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