Website:
upgrad-rekrut.com
Job details:
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
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).
Click on Apply to know more.
