executive assistant.

Executive Assistant to Managing Director

Department - Management / Corporate Office

Reporting To - Managing Director

Job Purpose

To provide high-level administrative and strategic support to the Managing Director by coordinating meetings, preparing presentations, documenting key discussions, tracking action items, and ensuring effective follow-up with stakeholders across departments to drive closure of decisions and initiatives.

Key Responsibilities

1. Executive Support

• Provide administrative and operational support to the Managing Director.
• Manage the MD's calendar, meetings, and key engagements.
• Coordinate internal and external meetings as required.

2. Meeting Management & MRM Support

• Actively participate in Management Review Meetings (MRM) and other strategic meetings.
• Prepare meeting agendas in coordination with the MD and relevant stakeholders.
• Record detailed minutes of meetings (MOM) and highlight key action points.
• Circulate meeting minutes to all stakeholders within the defined timeline.

3. Action Tracking & Follow-ups

• Track all action items arising from meetings.
• Follow up with department heads and stakeholders to ensure timely completion of assigned tasks.
• Maintain an Action Tracker and ensure closure before the next review meeting.
• Escalate delays or critical issues to the MD where required.

4. Presentation & Documentation

• Prepare presentations, reports, and management decks for internal reviews and external meetings.
• Compile data and inputs from various departments to prepare structured reports.
• Ensure all presentations are aligned with management expectations and company standards.

5. Cross-functional Coordination

• Coordinate with different departments including Production, Engineering, Supply Chain, Finance, and HR to gather updates and progress on projects.
• Ensure alignment of stakeholders with management priorities and timelines.

6. MIS & Reporting

• Maintain records of key meetings, decisions, and follow-up actions.
• Prepare MIS reports, dashboards, and progress trackers for management review.

7. Confidentiality & Professional Conduct

• Handle sensitive business information with complete confidentiality.
• Maintain professionalism in communication with internal teams and external stakeholders.

Required Skills & Competencies

• Strong organizational and time management skills
• Excellent note-taking and documentation skills
• Strong follow-up and coordination ability
• Proficiency in MS Office (PowerPoint, Excel, Word)
• Ability to prepare professional presentations using AI tools
• Strong communication and interpersonal skills
• Ability to work with senior leadership and cross-functional teams

Preferred Background

• Experience in a manufacturing organization
• Experience in management meetings, review meetings, or project coordination
• Exposure to MIS preparation

Qualification

• Bachelor's degree in Business Administration / Management / Engineering or equivalent.
• 6 - 8 years of relevant experience in Executive Assistant / Management Coordination roles.

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