Job Description
Personal Assistant to the Chairman
Role Summary
The Personal Assistant to the Chairman will provide high-level executive and personal support to ensure the Chairman's time, priorities, travel, stakeholder interactions, and engagements are managed seamlessly. The role requires exceptional discretion, maturity, sound judgment, and the ability to manage confidential matters while working closely with the Chairman.
The successful candidate will act as a trusted aide and strategic enabler, ensuring the Chairman's professional and personal commitments are effectively coordinated. The ideal individual will possess outstanding organizational skills, anticipate requirements proactively, manage complex schedules, and
build strong relationships with senior stakeholders.
Key Responsibilities
1. Executive Support to the Chairman
Provide comprehensive administrative, executive, and personal support to the Chairman.
Act as the primary point of coordination for all matters requiring the Chairman's attention.
Anticipate priorities and proactively manage tasks to maximize the Chairman's effectiveness.
Handle both business and personal assignments with complete confidentiality.
Accompany the Chairman during meetings, business engagements, and travel whenever required.
2. Calendar & Priority Management
Manage and optimize the Chairman's daily, weekly, and long-term calendar.
Prioritize meetings based on business importance and strategic value.
Coordinate schedules across multiple internal and external stakeholders.
Manage last-minute schedule changes efficiently.
Ensure sufficient preparation time between meetings, travel, and important engagements.
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, government officials,
consultants, and key clients.
Ensure timely follow-ups and execution of action items.
Maintain strong professional relationships while representing the Chairman with the highest level of
professionalism.
4. Relationship & Engagement Management
Maintain an engagement calendar covering:
Birthdays
Anniversaries
Festivals
Professional milestones
Corporate events
Personal occasions
Coordinate greetings, gifts, meetings, and engagement plans to strengthen strategic relationships.
5. Corporate Gifting & Protocol Management
Manage the Chairman's gifting program throughout the year.
Source premium gifts suitable for various occasions.
Coordinate timely procurement, packaging, and delivery.
Maintain gifting records to ensure personalization and avoid duplication.
Build relationships with premium vendors and suppliers.
6. Travel & Logistics Management
Plan domestic and international travel.
Coordinate flights, hotels, visas, transport, and travel documentation.
Prepare detailed itineraries and briefing notes.
Coordinate airport transfers, local transportation, and travel support.
Travel with the Chairman whenever required to ensure smooth execution of business engagements.
7. Confidentiality & Information Management
Handle confidential business and personal information with the highest level of integrity.
Exercise excellent judgment while managing sensitive communications and documents.
Ensure complete confidentiality of strategic discussions, financial information, and personal matters.
8. Operational Excellence
Manage multiple priorities in a dynamic and fast-paced environment.
Resolve problems proactively with minimal supervision.
Ensure timely completion of assignments while maintaining exceptional attention to detail.
Continuously improve processes that enhance the Chairman's productivity.
9. Technology & Productivity
Efficiently use Microsoft Office Suite, Outlook, Teams, digital calendars, productivity tools, and
communication platforms.
Maintain organized documentation and digital records.
Leverage technology to improve efficiency, reminders, planning, and reporting.
10. Situational Maturity
The individual must demonstrate:
Exceptional maturity and professionalism.
Sound decision-making ability.
Emotional intelligence while handling sensitive situations.
Humility despite working in close proximity with senior leadership.
Absolute discretion and trustworthiness.
Key Competencies
Professional Competencies
Outstanding organizational and planning skills.
Strong stakeholder and relationship management.
Excellent communication and interpersonal skills.
Ability to prioritize multiple high-impact assignments.
Strong analytical and problem-solving skills.
High ownership and accountability.
Ability to anticipate requirements proactively.
Strong execution capabilities.
Personal Attributes
Integrity and confidentiality.
High emotional intelligence.
Professional maturity.
Excellent judgment.
Flexibility and adaptability.
Positive attitude with a service-oriented mindset.
Calm under pressure.
Strong attention to detail.
Qualification & Experience
Bachelor's Degree in Business Administration, Management, Hospitality, or a related discipline
preferred.
10–15+ years of experience supporting a Chairman, Founder, Promoter, Entrepreneur, Business
Owner, or Family Office Principal as a Personal Assistant or Executive Assistant only.
Experience working with well-established and reputed organizations is essential.
Prior experience within the hospitality, luxury, lifestyle, or premium service industry will be
preferred.
Demonstrated stability in previous employment with a strong professional track record.
Excellent written and verbal communication skills with outstanding business etiquette.
Additional Requirements
Must be willing to travel extensively with the Chairman across India and internationally.
Must be flexible to work beyond standard business hours whenever required.
Candidates based in Mumbai will be preferred.
Candidates from outside Mumbai must be willing to relocate with their family. Candidates
relocating alone will not be considered.
Must possess the maturity, confidence, and executive presence required to work directly with the
Chairman.
High levels of physical stamina considering the extensive travel and demanding work schedule.
Strong proficiency in Microsoft Office Suite and other productivity tools.
