Executive Assistant

Main Purpose: -

To provide comprehensive executive and administrative support to the Site Head by coordinating governance activities, business planning, executive approvals, cross-functional reviews and stakeholder communication. The role ensures timely decision support, compliance with organizational governance requirements, effective coordination across departments, and seamless execution of the Site Head's business priorities.

Job Accountabilities (duties and responsibilities).

• Coordinate with cross-functional teams and corporate functions to ensure timely execution of business priorities and follow-up on critical action items.
• Maintain and monitor key business trackers, ensuring timely updates and reporting of progress against assigned deliverables.
• Facilitate effective communication between the Site Head and internal as well as external stakeholders to ensure seamless information flow.
• Support planning, scheduling, and documentation of leadership meetings, including preparation of agendas, recording of key decisions, and tracking of action points.
• Assist in monitoring compliance with organizational policies, governance requirements, and timelines related to business reviews and management initiatives.
• Consolidate data and information from various departments to support management reviews, decision-making, and business planning.
• Coordinate special projects, events, and business initiatives assigned by the Site Head, ensuring timely completion and effective stakeholder engagement.
• Maintain organized records, documents, and confidential business information in accordance with organizational policies and information security requirements.
• Perform any other responsibilities assigned by the Site Head in support of business operations and organizational objectives.

Skills Required (Knowledge and Skills)

Functional Skills

• Executive Office & Business Administration
• Business Coordination & Project Management
• SAP & Business Approval Processes
• MIS Reporting & Dashboard Preparation
• Presentation Development (PowerPoint)
• Data Analysis & Reporting
• Meeting & Calendar Management
• Stakeholder Management
• Budget & Performance Monitoring

Behavioral Skills: -

• Excellent verbal and written communication
• Strong planning and organizational skills
• High level of confidentiality and integrity
• Analytical and problem-solving ability
• Proactive approach with strong ownership
• Ability to manage multiple priorities under tight timelines
• Collaboration and cross-functional coordination.

Qualification:

• MBA (Preferred) or bachelor's degree in business administration, Management, Engineering, Commerce, or any related discipline.

Experience:

• Minimum 3 years of experience in Executive Assistance, Business Coordination, Project Management, Business Operations, or Administrative Support.
• Experience in the Oil & Gas, Energy, Manufacturing, Infrastructure, or other large industrial organizations will be preferred.

Hands-on experience in coordinating with multiple stakeholders, preparing management reports and presentations, and handling governance/compliance processes will be an added advantage.