Amit Chavan

• Serve as a key interface between the Chairman, Director, and internal as well as external stakeholders.
• Proactively manage the Chairman’s calendar, appointments, meetings, and daily priorities with precision and advance planning.
• Act as the primary point of contact for calls, emails, and official communications, ensuring effective screening, prioritization, and timely responses.
• Maintain professional engagement with Functional Heads of Departments across various business verticals.
• Liaise effectively with senior management, project teams, SCM, BDM teams, consultants, and external partners.
• Organize and support board meetings, leadership forums, and engagements with external stakeholders.
• Prepare meeting agendas, briefing notes, and concise minutes with clear action points.
• Track action items and follow up with relevant teams to ensure timely closure and accountability.
• Monitor deadlines, commitments, and deliverables to enable informed and timely decision-making.
• Draft, review, and manage high-quality professional correspondence, presentations, and confidential documents.
• Assist in the preparation of MIS reports, executive summaries, and management presentations.
• Planning and coordinating domestic and international travel, including flights, accommodation, visas, and comprehensive travel itineraries.
• Coordinate with HR, Finance, Legal, IT, Administration, and other functions on matters related to the Chairman’s office.
• Track bills and expenses and ensure timely processing of payments.
• Following systematic filing, document control, and record management for both physical and digital records.
• Handle sensitive and confidential information with the highest level of professionalism, integrity, and discretion.
• Provide administrative and strategic support on special assignments and initiatives led by the Chairman.
• Undertake personal and confidential tasks as assigned by the Management.

• Manage and maintain the Chairman & Directors diary
• Taking follow-ups on the pending points discussed in the
weekly/monthly meetings.
• Confirming appointments & meetings behalf of Chairman & Directors with other firms.
• Screening of calls & emails of Chairman & Directors.
• Preparing circulate reports as per company’s standard format.
• Keeping record of all mailers and ensuring timely response done from Chairman/ Director’s desk.
• Arranging local and international travel booking, web check-in, hotel bookings, arranging pick up and drop, creating travel itineraries.
• Preparing expense statement for reimbursement.
• Visa processing and coordination with embassy’s
• Keeping a track of all bills and ensuring timely payments.
• Highlight urgent correspondence and print attachments.
• Conduct weekly diary meetings with the Chairman to discuss upcoming engagements, invitations and other requests.
• Coordinate travel and accommodation requirements in connection with others and ensure arrangements in place
for the Chairman & Directors to match requirements.
• Filter general information, queries, phone calls and invitations to the Chairman by redirecting and taking forward such contact as appropriate
• Handling all types of back office work assigned by the Chairman & Directors
• Undertaking personal tasks where appropriate.

• Coordinate and manage the CMD’s and GM’s calendars, including scheduling appointments, meetings, and conferences.
• Arrange domestic and international air travel bookings.
• Plan and manage travel arrangements, prepare itineraries, and maintain travel vouchers and related records.
• Handle visa arrangements and follow up with various embassies as required.
• Organize and manage conference rooms for business meetings.
• Oversee attendance management, cafeteria services, printing, and stationery requirements.
• Manage imprest cash, coordinate employee engagement activities and corporate events, seat allocation, and scrap disposal.
• Oversee guest house management and maintenance, general repairs, facility upkeep, housekeeping services, and overall infrastructure maintenance.
• Ensure physical security checks and compliance.
• Arrange hotel reservations for the CMD, HODs, and other official visitors.
• Coordinate and manage travel schedules for the CMD.
• LAGOS NIGERIA (West Africa)