Strategic Executive Assistant - C Suite

upGrad Rekrut; New Delhi; On-site; INR 2,500,000 - 4,200,000; Full time

Job summary

upGrad Rekrut seeks a seasoned Executive Assistant/Chief of Staff to act as the sole gatekeeper and manager of the President’s calendar, prioritizing and allocating time to align with business priorities.

You will handle meeting governance, pre-meeting prep, MoM distribution, and action-item tracking across departments, ensuring timely reviews and efficient travel logistics for high-level engagements.

Qualifications

• Master’s degree in Business Administration (MBA) from a tier-one institute.
• Preferred training in Project Management, Business Analysis, or Executive Office Administration.

Responsibilities

• Design, maintain, and enforce the annual and quarterly review calendar for all divisions.
• Prepare background notes, agendas, and performance data 24 hours ahead of meetings.
• Attend executive meetings, record minutes, and track action items across heads of functions.

Skills

Calendar governance

Executive communication

Follow-through

Confidentiality

Project tracking

MS Outlook

Teams/Zoom

Education

MBA from tier-one institute

Tools

MS Outlook

Teams

Zoom

Job description

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.
• Proficiency in project tracking software, task management tools, and virtual meeting platforms (Teams, Zoom).