Executive Assistant

Key Responsibilities

1. Calendar & Time Management

• Manage the Director's calendar, prioritizing meetings, plant visits, and travel based on business criticality.
• Schedule and coordinate internal reviews (production, safety, quality) and external meetings.
• Anticipate scheduling conflicts and proactively resolve them.

2. Communication & Correspondence

• Draft, review, and manage emails, letters, memos, and internal circulars on behalf of the Director.
• Act as the first point of contact for internal departments (Production, HR, Finance, Procurement, Safety) and external parties seeking the Director's time.
• Filter and prioritize communications, ensuring urgent matters are escalated appropriately.

3. Meeting & Travel Coordination

• Organize board meetings, management review meetings (MRM), and plant leadership meetings — including agenda preparation, minutes, and follow-up on action items.
• Arrange domestic/international travel, accommodation, and logistics, often involving plant-site visits.
• Coordinate visits of clients, auditors, government officials, or investors to the facility.

4. Documentation & Reporting

• Prepare presentations, MIS reports, and business review decks by coordinating inputs from various departments (Production, Quality, HR, Finance).
• Maintain confidential files, contracts, and compliance documentation.
• Track key deliverables, deadlines, and follow up with department heads on behalf of the Director.

5. Liaison & Coordination

• Coordinate with plant heads, department managers, and corporate office teams to ensure timely execution of the Director's directives.
• Liaise with external stakeholders — regulatory bodies, industry associations, vendors, and clients — as needed.
• Support coordination for statutory/compliance matters relevant to manufacturing (pollution control board, factory license renewals, labor department, etc.), working closely with the compliance/legal team.

6. Office & Administrative Management

• Oversee the smooth functioning of the Director's office, including managing office supplies, IT support coordination, and visitor management.
• Handle expense reports, invoices, and budget tracking related to the Director's office.
• Maintain a high level of confidentiality regarding business, financial, and personnel matters.

7. Special Projects

• Support the Director on ad-hoc strategic projects, market research, or plant expansion initiatives.
• Conduct preliminary research and compile briefing notes for meetings, negotiations, or site visits.

Required Qualifications

• Education: Bachelor's degree in Business Administration, Commerce, or related field (MBA preferred but not mandatory).
• Experience: 5–10 years of experience as an Executive Assistant/Personal Secretary to senior leadership, preferably in a manufacturing, industrial, or heavy engineering environment.
• Technical Skills: Proficiency in MS Office (Excel, PowerPoint, Word, Outlook); familiarity with ERP systems (SAP preferred) is a plus.

Key Skills & Competencies

• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.
• High degree of discretion, integrity, and professionalism in handling sensitive information.
• Ability to work under pressure and manage shifting priorities in a plant/operations-driven environment.
• Strong interpersonal skills to coordinate across shop-floor, corporate, and external stakeholders.
• Basic understanding of manufacturing operations, safety protocols, and industrial compliance is an advantage.
• Willingness to travel to plant locations as required.