Executive Assistant

Executive Assistant / Secretary job description

Position Title: Executive Assistant to the Board
Location: Irunkattukottai, Chennai, Tamil Nadu ( Company bus available from Chennai

Trade Centre)

Reports To: MD/Director
Industry: Engineering & Manufacturing

Job purpose

Provide high-level secretarial and administrative support to the core executive leadership team. Ensure smooth governance, seamless calendar management, and efficient cross-departmental coordination.

Key responsibilities

Executive Support & Scheduling
· Manage complex calendars for the MD, Director
· Schedule internal and external meetings across different time zones.
· Coordinate high-profile plant visits and manufacturing site inspections.
· Arrange complex domestic and international travel itineraries.
· Organize visas, accommodation, and transport for the leadership team.

Documentation & reporting

· Coordinate leadership reviews involving Chairman, MD, CEO, and Director – Strategy
· Prepare agendas, briefings, and presentations for board meetings.
· Attend executive meetings to record accurate, detailed minutes.
· Track action items and follow up on pending deliverables.
· Draft official correspondence, memos, and confidential manufacturing reports.
· Maintain a secure, organized physical and digital filing system.

Communication & Liaison

· Act as the primary gatekeeper for the executive suite.
· Screen phone calls, emails, and visitors tactfully.
· Liaise with plant heads, department managers, and vendor partners.
· Handle sensitive information with the utmost confidentiality.

· Coordinate corporate communication between Chennai HQ and manufacturing units.
Operations & Event Managemen t
· Organize board meetings, annual general meetings, and corporate events.
· Manage the executive office budget and expense reimbursements.
· Oversee the procurement of office supplies for the executive suite.

Required qualifications & skills

Education & Experience
· Degree: Bachelor’s degree in business, Communications, or related fields.
· Experience: 5 to 10 years supporting C -level executives.
· Industry: Prior experience in engineering, manufacturing, or automotive sectors.

Technical & Soft skills

· Software: Mastery of MS Office (Word, Excel, PowerPoint) and ERP systems.
· Language: Fluent written and spoken English, with strong proficiency in Tamil.
· Traits: Exceptional time management, multitasking, and problem-solving abilities.
· Competency: Deep understanding of manufacturing terminology and corporate governance.

Note: Candidates willing to relocate near the factory location will be eligible for a subsidized rental apartment.