PA/Executive Secretary To Chief Marketing Officer (CMO)

Position Summary

The Executive Assistant to the Chief Marketing Officer is a trusted, high-impact partner who provides comprehensive administrative, strategic and operational support to the CMO. The role ensures the CMO's time is used effectively, that sales and marketing priorities move forward on schedule, and that communication across the leadership team, sales force, channel partners and key clients is seamless, timely and professional. The successful candidate will exercise sound judgement, handle confidential information with complete discretion, and act as a reliable extension of the CMO's office.

Key Responsibilities

Executive Support & Calendar Management

• Manage the CMO's calendar, appointments, meetings and travel with a proactive, priority-driven approach.
• Screen calls, emails and visitors; prioritise and respond on the CMO's behalf where appropriate.
• Prepare briefing notes, agendas and background material for internal and external meetings.
• Arrange domestic and international travel, including itineraries, bookings, visas and expense reconciliation.

Sales & Marketing Operations Support

• Coordinate with regional sales heads, marketing teams, dealers and distributors on behalf of the CMO.
• Compile and maintain weekly and monthly sales dashboards, MIS reports, pipeline updates and campaign performance summaries.
• Track action items, targets, budgets and deliverables from review meetings; follow up with owners to ensure closure.
• Support preparation of presentations, proposals, tenders, pricing sheets and management reports.
• Assist in planning and execution of marketing campaigns, trade shows, exhibitions, dealer meets and corporate events.

Communication & Stakeholder Management

• Draft, proofread and edit high-quality correspondence, reports, emails and presentations.
• Serve as the first point of contact between the CMO and the Board, senior management, key customers and external partners.
• Maintain strong relationships with internal departments, including Finance, Operations, HR and Supply Chain, to enable timely approvals and information flow.

Meetings & Governance

• Organise and attend sales review, marketing review and leadership meetings; record minutes and circulate action points.
• Prepare materials for Board, management committee and investor interactions as required.
• Maintain a disciplined follow-up system for decisions, commitments and escalations.

Confidentiality & Administration

• Handle sensitive and confidential business, pricing and personnel information with the highest integrity.
• Maintain organised physical and digital filing systems, contracts, approvals and records.
• Process expense claims, purchase requests, invoices and budget tracking for the CSMO's office.

Qualifications & Experience

• Bachelor's degree in Business Administration, Marketing, Commerce or a related field; MBA/PGDM is an advantage.
• 38 years of experience as an Executive Assistant, Personal Assistant or Management Executive, preferably supporting a CXO or senior leader.
• Prior exposure to sales, marketing, manufacturing or industrial/B2B environments is strongly preferred.

Skills & Competencies

• Communication: Excellent written and verbal English; proficiency in Hindi and/or Gujarati is an added advantage.
• Technical: Advanced proficiency in MS Excel, PowerPoint, Word and Outlook; familiarity with CRM and ERP systems (e.g. SAP, Salesforce) is desirable.
• Organisation: Exceptional time management, multitasking and attention to detail under tight deadlines.
• Judgement & Discretion: Strong business acumen, professionalism and the ability to maintain strict confidentiality.
• Ownership: Proactive, resourceful and solution-oriented, with the ability to anticipate needs and work independently.
• Interpersonal: Confident, poised and diplomatic when interacting with senior leaders, clients and partners.

Amba Shakti Group is an equal opportunity employer and welcomes applications from all qualified candidates.