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.
