HIRING CRITERIA –
EXECUTIVE ASSISTANT (CEO)
Position: Executive Assistant to CEO
Department: Executive Office
Reporting To: CEO
1. ROLE OVERVIEW
The Executive Assistant will provide high-level administrative and operational
support to the CEO, ensuring smooth day-to-day functioning, effective time
management, and professional coordination.
2. KEY RESPONSIBILITIES
- Manage CEO’s calendar, appointments, and meeting schedules
- Coordinate domestic and international travel arrangements
- Handle communication, emails, and correspondence on behalf of CEO
- Act as a liaison between CEO and internal/external stakeholders
- Maintain confidentiality of sensitive business information
- Arrange meetings, refreshments (tea/coffee), and office coordination
- Provide administrative and personal assistance as required
3. CANDIDATE PROFILE
- Graduate in any discipline (preferred: Business Administration / Commerce)
- 1–3 years of experience in executive assistance / admin role preferred
- Excellent communication and interpersonal skills
- Strong organizational and multitasking abilities
- High level of professionalism, presentation, and grooming
- Ability to handle confidential information with discretion
- Flexible and willing to travel as per business requirements
4. SKILL REQUIREMENTS
- Proficiency in MS Office (Word, Excel, Outlook)
- Calendar and email management skills
- Coordination and follow-up skills
- Time management and prioritization
5. PERSONAL ATTRIBUTES
- Well-groomed and professionally presentable
- Polite, courteous, and confident personality
- Strong attention to detail
- Ability to work under pressure and tight schedules
6. WORK REQUIREMENTS
- May require extended working hours based on CEO schedule
- Travel assistance and occasional travel may be required
- On-site role with high interaction with senior management
7. CONFIDENTIALITY CLAUSE
The employee shall maintain strict confidentiality of all company information,
business strategies, financial data, client details, and any personal or professional
information related to the CEO. Disclosure of such information to any unauthorized
person during or after employment will be treated as a serious breach and may lead
to disciplinary and legal action.
8. BEHAVIORAL & PROFESSIONAL CONDUCT
- The employee is expected to maintain the highest level of professionalism,
etiquette, and decorum at all times
- Proper dress code (formal/semi-formal as required) must be maintained
- Courteous and respectful behaviour with clients, management, and staff is
mandatory
- Any misconduct, inappropriate behaviour, or negligence will result in
disciplinary action
9. DISCIPLINE & COMMUNICATION PROTOCOL
- All communication on behalf of the CEO must be accurate, timely, and
authorized
- The employee must strictly follow instructions and maintain reporting
discipline
- Unauthorized commitments, decisions, or miscommunication will be treated
as serious misconduct
- Punctuality, responsiveness, and availability during working hours are critical
requirements
10. GENERAL TERMS
- The role requires a high level of trust, integrity, and responsibility
- The company reserves the right to modify roles, responsibilities, and reporting
structure as required
- Non-compliance with company policies may result in termination
11. COMPENSATION
As per company standards and experience.
TCL Coatings & Chemicals is an equal opportunity employer and values
professionalism, integrity, and performance.—
ANNEXURE E –
CEO DAILY DASHBOARD
Annexure E – CEO Daily Dashboard (To be maintained by Executive Assistant)
Purpose: To ensure structured daily planning, tracking, and execution for the CEO.
DAILY DASHBOARD FORMAT
Date: ___________
1. Meetings Schedule
Time Meeting With Purpose Location Status
2. Priority Tasks (Top 5)
Task Owner Deadline Status Remarks
3. Follow-ups Required
Person / Company Subject Last Action Next Action Status
4. Key Decisions Pending
Topic Details Urgency Action Required
5. Travel / Events (If Any)
- Details: __________________________
- Tickets / Hotel Status: __________
- Documents Prepared: Yes / No
6. Notes for CEO
This dashboard must be updated daily and reviewed with the CEO.:—
ANNEXURE F – TASK TRACKER
SYSTEM
Annexure F – Task Tracker (Executive
Assistant)
Purpose: To track all tasks assigned by the CEO and ensure timely execution.
TASK TRACKER FORMAT
Tas
k ID
Task
Descripti
on
Assign
ed To
Sta
rt
Dat
e
Deadli
ne
Priority Status Remar
ks
High/Med/L
ow
Pending/In
Progress/Do
ne
RULES
1. All CEO instructions must be recorded immediately
2. No task should remain untracked
3. Daily follow-ups are mandatory
4. Escalate delays proactively
5. Maintain closure record for all tasks
PRIORITY DEFINITIONS
- High: Immediate / critical
- Medium: Important but not urgent
- Low: Routine tasks
This tracker must be reviewed daily with the CEO or as instructed.:—
ANNEXURE G –
COMMUNICATION SOP
Annexure G – Communication
Standard Operating Procedure (SOP)
Purpose: To ensure professional, accurate, and controlled communication on behalf
of the CEO.
1. GENERAL RULES
- No communication should be sent on behalf of CEO without clarity and
approval (where required)
- Maintain professionalism in all verbal and written communication
- Avoid informal or ambiguous language
2. EMAIL COMMUNICATION
- Use clear subject lines
- Keep communication concise and structured
- Highlight action points clearly
- Maintain proper CC hierarchy
3. CALL HANDLING
- Understand purpose before connecting calls
- Prioritize important calls
- Take proper message if CEO is unavailable
- Ensure callback tracking
4. MEETING COORDINATION
- Confirm agenda before scheduling
- Share calendar invites in advance
- Ensure all documents are prepared
- Follow up on action points post meeting
5. ESCALATION MATRIX
- Urgent matters → Immediate escalation
- Delays / issues → Inform proactively
- Sensitive matters → Handle with discretion
6. CONFIDENTIALITY IN COMMUNICATION
- Do not share sensitive information without authorization
- Maintain strict control on internal and external communication
7. REPRESENTATION
- Act professionally as a representative of the CEO
- Maintain company image and reputation at all times
Non-compliance with this SOP will be treated as a serious lapse in duty.:—
ANNEXURE H – CEO WEEKLY REVIEW
SYSTEM
Annexure H – CEO Weekly Review System
Purpose: To ensure structured weekly review of business performance, execution,
and decision-making.
1. REVIEW FREQUENCY
- Weekly (Fixed Day: ___________)
- Duration: 60–90 minutes
- Managed and prepared by Executive Assistant
2. WEEKLY REVIEW AGENDA
A. SALES PERFORMANCE
Parameter Target Achieved Variance Remarks
Revenue (₹)
New Orders
Pipeline Value
Conversion Ratio
B. PROJECT EXECUTION
Parameter Target Achieved Status Remarks
Projects On-Time (%)
Delayed Projects
Cost vs Budget
Quality Issues
C. FINANCIAL / CASH FLOW
Parameter Target Actual Variance Remarks
Collections (₹)
Outstanding Receivables
Cash Flow Status
D. PROCUREMENT / TRADING
Parameter Target Achieved Remarks
Purchase Cost Efficiency
Vendor Performance
Inventory Turnover
E. KEY ISSUES & RISKS
Issue Impact Action Required Owner Deadline
F. DECISIONS REQUIRED FROM CEO
Topic Summary Decision Needed
G. ACTION TRACKER (WEEKLY)
Action Owner Deadline Status
3. RESPONSIBILITY
- Executive Assistant: Prepare & circulate report
- Managers/VPs: Submit data before review
- CEO: Review, decide, and direct
4. OUTCOME
- Clear action plan for next week
- Accountability assigned
- Performance gaps identified
This review is mandatory and critical for business performance tracking.—
ANNEXURE I –
BUSINESS PERFORMANCE
DASHBOARD
Annexure I – Business Performance
Dashboard
Purpose: To provide a consolidated view of business performance across Sales,
Projects, and Finance.
1. SALES DASHBOARD
Metric Monthly Target Achieved YTD Remarks
Total Revenue (₹)
New Business (₹)
Order Book (₹)
Conversion %
2. PROJECT DASHBOARD
Metric Target Actual Status
Active Projects
Metric Target Actual Status
On-Time Completion %
Delayed Projects
Margin %
3. CASH FLOW DASHBOARD
Metric Target Actual Remarks
Monthly Collections
Receivables (₹)
Payables (₹)
Net Cash Position
4. PROCUREMENT / TRADING
Metric Target Actual Remarks
Purchase Value
Margin per Transaction
Inventory Days
5. KPI SUMMARY
Department Score (%) Status
Sales
Projects
Finance
Overall
6. RED FLAG INDICATORS
- Revenue below target by >15%
- Collection delays beyond agreed terms
- Project delays beyond schedule
- Margin drop below threshold
7. USAGE
- Prepared weekly/monthly by Executive Assistant
- Reviewed by CEO and leadership team
- Basis for decision-making and PLP payouts
This dashboard is the central performance monitoring tool of the company.—
Pay: ₹500,000.00 - ₹600,000.00 per year
Work Location: In person
