Executive Assistant

EXECUTIVE PERSONAL ASSISTANT – OFFICE OF THE CEOCompany: My Smart Aligners (MSA) – Sri Dental Groups

Department: Office of the CEO

Reporting To: Chief Executive Officer

Functional Coordination: Head – Office of the CEO

Location: Chennai / Tamil Nadu

Travel: Frequent domestic travel and occasional international travel based on business requirements

Employment Type: Full-Time

ABOUT MY SMART ALIGNERS

My Smart Aligners (MSA) is a rapidly growing clear aligner company from Tamil Nadu, India, focused on making premium orthodontic treatment more accessible through technology, clinical expertise, and efficient manufacturing.

With more than 10 years of industry expertise, MSA works with 2,000+ dental clinics and has operations across India and Malaysia.

MSA operates its own CDSCO Class B certified clear aligner manufacturing facility, enabling strong control across treatment planning, material quality, manufacturing precision, quality assurance, and clinical support.

The organization works closely with dentists, orthodontists, clinicians, technology partners, vendors, and business stakeholders through multiple teams including Sales, Clinical Support, Orthodontics, Production, Finance, Branding, Technology, Operations, and the Office of the CEO.

As MSA continues to expand geographically and operationally, the Office of the CEO acts as a central coordination and governance function supporting strategic initiatives, departmental execution, leadership communication, and organizational transformation.

ROLE OVERVIEW

The Executive Personal Assistant – Office of the CEO will work directly with the CEO and serve as a key coordination link between the CEO, the Office of the CEO, department heads, external stakeholders, investors, partners, and visitors.

This is not a conventional secretarial role.

The individual will be expected to understand the CEO's priorities, translate instructions into clear actions, coordinate with responsible teams, maintain documentation, track progress, organize executive schedules and travel, and ensure matters requiring CEO attention are properly prepared and presented.

The Executive PA must be highly organized, confidential, proactive, professionally presentable, and capable of operating in a fast-moving entrepreneurial environment.

KEY RESPONSIBILITIES

1. CEO OFFICE COORDINATION

• Report directly to the CEO and work closely with the Head – Office of the CEO and other members of the CEO's office.
• Understand instructions, ideas, priorities, and decisions communicated by the CEO and ensure they are accurately transferred to the relevant teams.
• Coordinate with managers and department heads regarding activities initiated by the CEO.
• Maintain a structured tracker for tasks, commitments, approvals, and instructions originating from the CEO's office.
• Follow up with responsible stakeholders and provide progress updates to the CEO and Head – Office of the CEO.
• Ensure important instructions do not get delayed or lost between departments.

2. EXECUTIVE CALENDAR & TIME MANAGEMENT

• Maintain and optimize the CEO's calendar using strict priority management and time blocking.
• Schedule internal meetings, leadership reviews, investor meetings, client discussions, interviews, events, and external appointments.
• Identify scheduling conflicts and proactively reorganize meetings based on business priority.
• Protect the CEO's time by ensuring meetings have a clear objective and appropriate preparation.
• Coordinate with internal teams before meetings to ensure required information is available.

3. MEETING MANAGEMENT

• Organize leadership meetings, departmental reviews, board discussions, project meetings, and strategic sessions.
• Prepare meeting agendas in consultation with the relevant stakeholders.
• Compile presentations, reports, supporting documents, and briefing material required for meetings.
• Attend selected meetings with the CEO.
• Record structured Minutes of Meeting (MoM).
• Clearly document:
• Decisions made
• Action items
• Responsible persons
• Deadlines
• Follow-up requirements
• Track actions arising from meetings until completion.

4. DOCUMENT REVIEW & EXECUTIVE SUBMISSIONS

• Review documents submitted for CEO approval or signature.
• Ensure submissions are complete, professionally formatted, and supported by relevant information.
• Identify obvious errors, missing information, inconsistencies, or incomplete documentation before presenting documents to the CEO.
• Coordinate amendments with the responsible department.
• Advise managers regarding timely and correct submission of documents.
• Maintain organized digital and physical documentation for easy retrieval.
• Track documents awaiting CEO approval or signature.
• 5. EXECUTIVE COMMUNICATIONScreen incoming emails, calls, letters, meeting requests, and correspondence where required.
• Draft initial responses on behalf of the CEO.
• Prepare:
• Letters
• Memos
• Internal communications
• Reports
• Presentations
• Meeting summaries
• Executive notes
• Ensure written communication is professional, concise, and appropriate for the intended stakeholder.
• Act as a professional point of contact between the CEO and internal or external stakeholders.

6. STAKEHOLDER COORDINATION

Liaise with the:

• Head – Office of the CEO
• Stakeholder Coordinator
• Department Heads
• Senior Managers
• Investors
• Business Partners
• Clients
• Consultants
• Vendors
• Visitors
• External agencies

to ensure timely communication and responses.

The Executive PA should ensure that queries requiring CEO attention are properly collected, prioritized, and presented with sufficient background information.

7. TRAVEL MANAGEMENT

Travel with the CEO and/or Office of CEO team when required across Tamil Nadu, India, or internationally.

• Coordinate complex domestic and international travel.
• Work closely with the Administration team for:
• Flight bookings
• Hotels
• Local transportation
• Airport transfers
• Meeting venues
• Visa documentation
• Travel documentation
• Event registrations
• Other logistics
• Prepare detailed day-wise travel itineraries.
• Coordinate meetings and appointments during business travel.
• Ensure relevant documents, contacts, locations, and schedules are available before travel.

8. VISITOR & APPOINTMENT MANAGEMENT

• Coordinate visitors meeting the CEO.
• Verify meeting purpose and relevant background information.
• Ensure the CEO is appropriately briefed before important meetings.
• Coordinate meeting rooms, refreshments, presentations, visitor access, and other requirements with Administration.
• Maintain professional communication with senior stakeholders and visitors.

9. CEO FINANCIAL & EXPENSE COORDINATION

• Maintain records of approved expenses related to the CEO's office.
• Coordinate expense reimbursements and travel expenses.
• Track bills, invoices, advances, reimbursements, and supporting documents.
• Coordinate with the Finance team regarding approved payments and expenses.
• Maintain confidential records of CEO-related financial transactions handled through the office.
• Assist with miscellaneous financial coordination authorized by the CEO.

10. RESEARCH & EXECUTIVE BRIEFING

• Conduct desktop research on topics requested by the CEO.
• Prepare concise executive summaries rather than forwarding large amounts of unstructured information.
• Research may include:
• Companies
• Markets
• Competitors
• Potential partnerships
• Vendors
• Technologies
• Events
• Industry developments
• Potential investors
• Business opportunities
• Compile findings into clear briefing notes for decision-making.

11. OFFICE OF CEO ADMINISTRATION

• Coordinate logistics for staff meetings and leadership meetings.
• Coordinate stationery and administrative requirements for the CEO's office.
• Maintain confidential filing systems.
• Maintain contact directories and important stakeholder information.
• Coordinate meeting room requirements.
• Ensure executive documents are properly stored and retrievable.
• Support miscellaneous administrative or executive requirements as instructed.

12. CONFIDENTIALITY & DISCRETION

The Executive PA will have access to highly confidential organizational information.

The individual must maintain strict confidentiality regarding:

• Financial information
• Employee matters
• Management discussions
• Business strategies
• Investor discussions
• Expansion plans
• Partnerships
• CEO correspondence
• Personal information
• Contracts and agreements
• Leadership decisions

Any misuse or unauthorized disclosure of confidential information will be considered a serious breach of responsibility.

WHO IS A GREAT FIT FOR THIS ROLE?The ideal candidate should be:

• Highly trustworthy
• Calm under pressure
• Extremely organized
• Presentable and professional
• Dependable
• Comfortable working with senior leadership
• Comfortable handling changing priorities
• Willing to take ownership
• Comfortable with travel
• Able to work beyond conventional departmental boundaries