Chief of Staff

Core Roles & Responsibilities

1. Leadership Calendar & Scheduling
Design, manage and continuously refine the Chairmans and Supervisory Board’s calendars to ensure strategic alignment of time with institutional priorities. Balance meetings, travel and personal commitments through proactive planning and a zero-conflict scheduling framework.

2. Supervisory Board Coordination
Oversee all Supervisory Board activities — including meeting preparation, agenda-setting, distribution of pre-reads, note-taking and post-meeting actions. Ensure all board interactions reflect the organisation’s governance excellence and confidentiality standards.

3. Executive Board Interface
Serve as the connective link between the Chairman’s office and the Executive Board; facilitate structured communication, updates and decision tracking. Translate strategic direction into clear operational actions across leadership teams.

4. Meeting Preparation & Intelligence
Prepare detailed briefing notes, participant insights and background research for all internal and external meetings. Ensure the Chairman is pre-briefed with context, objectives and talking points, and post-briefed with outcomes and follow-ups.

5. Travel Strategy & Coordination
Plan and manage all travel — international and domestic — across air (including private aviation), ground and accommodation. Curate end-to-end experiences: selecting optimal flight connections or private jet scheduling; managing visas, airport facilitation and customs protocols; coordinating hotel upgrades, check-ins and virtual settlements; pre-ordering meals or amenities aligned with preferences.

6. Lifestyle & Experience Management
Orchestrate lifestyle logistics for the Chairman and Supervisory Board during travel or events — ensuring elevated experiences in dining, wellness and hospitality. Secure preferred tables, rooms and services globally; maintain relationships with top hospitality partners and concierge networks.

7. VIBP & Partner Coordination
Liaise with Very Important Business Partners (VIBPs), investors and senior stakeholders for scheduling, meeting readiness and travel or event participation. Ensure all interactions reflect institutional tone, precision and warmth.

8. Communication & Information Flow
Control the flow of information between the Chairman, Executive Board and external stakeholders. Prioritise key matters, maintain confidentiality and ensure timely escalation of decisions or requests.

9. Documentation & Settlement Management
Manage documentation, expense reconciliation and settlement of hotel, travel and F&B bills with accuracy and discretion. Ensure compliance with internal governance protocols.

10. Meeting Follow-Through & Accountability
Record outcomes, assign next steps and monitor execution timelines for all Chairman and Board-related decisions. Provide periodic summaries of progress and pending actions.

11. Travel Contingency & Risk Management
Anticipate and address logistical challenges, travel disruptions or emergencies. Maintain contingency plans and 247 readiness across itineraries and destinations.

12. Global Protocol & Representation
Ensure adherence to protocol, etiquette and cultural norms in all global interactions. Represent the Chairman’s office with composure and precision when interfacing with senior dignitaries or institutional partners.

13. Technology & Digital Organization
Utilise digital tools and scheduling systems to enhance efficiency, transparency and forward visibility across all engagements. Maintain structured digital archives for travel, meetings and board documentation.

14. Institutional Memory & Record-keeping
Maintain comprehensive records of leadership engagements, travel histories, meeting outcomes and correspondence — ensuring institutional continuity and easy retrieval.

15. Standards, Discretion & Trust
Operate with utmost discretion, judgment and confidentiality. Be the silent guardian of time, access and experience — anticipating needs before they arise, and solving for them seamlessly.

Tone of the Role
This role demands a rare combination of strategic awareness, operational mastery and aesthetic precision. The AVP embodies the values of anticipation, discretion and excellence, ensuring that every detail — from a board meeting in Bangalore to a dinner in London — reflects the Chairman’s vision and the institution’s standards.