Executive Assistant to Chief Executive Officer

About Himachal Polyolefins Limited

Himachal Polyolefins Limited (HPL) is a reputed private manufacturer specializing in high-quality precipitated and ground calcium carbonate products, including coated and uncoated variants. With over fifty years of industry experience, HPL's renowned products like HIMCAL-L and TC-202 serve a diverse range of sectors such as oral care, pharmaceuticals, food, paint, rubber, and plastics. The company enhances its market leadership through continuous technological advancements and product innovation. HPL operates a cutting-edge manufacturing plant equipped with stainless steel machinery and holds multiple certifications including ISO 9001:2015, ISO 14001:2015, ISO 45001:2015, FSSC-22000-2018, FSSAI Licence, I.P. Licence, Halal Certificate, WHO GMP, and CGMP. The company is committed to expanding its footprint in India through a strong focus on quality, safety, and innovation.

Role Overview

This full-time, on-site position based in Mumbai entails providing comprehensive executive support to the Chief Executive Officer. Responsibilities encompass managing the CEO’s diary and calendar, organizing and coordinating meetings, preparing agendas, and ensuring follow-up on action points. Daily duties also involve managing correspondence, drafting formal communications, planning travel and lodging arrangements, preparing financial expense reports, and safeguarding confidential documents.

Key Responsibilities

• Efficiently organize and maintain the CEO's calendar and appointments.
• Coordinate and facilitate meetings, including preparation of agendas and tracking actionable outcomes.
• Handle all correspondence, including drafting emails and official documentation.
• Arrange travel and accommodation logistics ensuring smooth scheduling.
• Prepare and manage expense reports aligned with company policies.
• Liaise with internal departments and external stakeholders to support executive functions.
• Assist the CEO in preparing presentations and reports.
• Support prioritization and monitoring of strategic initiatives and projects.

Qualifications and Skills Required

• Demonstrated expertise in executive assistance, particularly in handling sensitive information and supporting senior executives.
• Proficiency in administrative functions such as document preparation and office coordination.
• Experience in diary and calendar management, including scheduling complex meetings.
• Competence in managing expense reports with accurate tracking and reconciliation.
• Bachelor’s degree in Business Administration, Commerce, or a related discipline is preferred.
• Excellent verbal and written communication abilities with meticulous attention to detail.
• Advanced skills in MS Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with digital collaboration tools.
• Prior experience supporting C-level executives or senior management within corporate settings.
• Strong organizational, time management, and problem-solving capabilities enabling independent work under pressure.