Executive Assistant

Role & responsibilities

We are looking for an Executive Assistant to the Director to provide proactive and confidential executive support to the Director by effectively managing schedules, meetings, correspondence, travel, documentation, and follow-ups. The role will ensure smooth coordination between the Director, internal departments, plant operations, customers, suppliers, senior management, and other key stakeholders, while maintaining professionalism, discretion, and attention to detail.

Key Responsibilities:

• Calendar & Time Management: Manage the Directors daily schedule, meetings, appointments, calls, priorities, and commitments while ensuring optimum utilization of time.
• Meeting Management: Coordinate meetings with senior management, department heads, Plant Heads, customers, suppliers, consultants, and other stakeholders; prepare agendas, presentations, briefing materials, and action points.
• Management Coordination: Act as a key coordination point between the Director and internal departments, plant operations, senior management, and external stakeholders to ensure smooth flow of information and timely execution.
• Plant & Business Coordination: Coordinate the Directors plant visits, operational reviews, business meetings, customer visits, and other official engagements, ensuring all required information and arrangements are in place.
• Correspondence & Communication: Manage official emails, letters, communications, and follow-ups on behalf of the Director while maintaining professionalism and confidentiality.
• Travel Management: Plan and coordinate domestic and international travel, including flights, accommodation, transportation, itineraries, meetings, and related arrangements.
• Follow-up & Action Tracking: Maintain trackers for key assignments, decisions, commitments, and deadlines; follow up with concerned departments and provide timely status updates to the Director.
• Confidential Documentation: Maintain and organize confidential business, financial, operational, customer, employee, and strategic documents and records.
• Stakeholder Coordination: Coordinate with customers, suppliers, consultants, business associates, government representatives, and other important stakeholders on behalf of the Director.
• Proactive Executive Support: Anticipate the Directors requirements, prepare necessary information and priorities in advance, handle urgent/ad-hoc assignments, and support effective decision-making.
• Professional & Confidential Conduct: Maintain the highest standards of integrity, discretion, confidentiality, professionalism, and business etiquette while representing and supporting the Director.
• Additional Responsibilities: Perform other executive, administrative, and coordination responsibilities as assigned by the Director from time to time.

Preferred candidate profile

• Bachelor’s degree in Management, Business Administration, Commerce or relevant field.
• MBA / relevant certification preferred.
• 5–8 years of experience as Executive Assistant / Personal Assistant.
• Experience supporting Director / CEO / MD / Senior Management.
• Manufacturing industry experience preferred.
• Strong communication, coordination & organizational skills.
• Proficient in MS Office and calendar management.
• Excellent follow-up, multitasking & time-management skills.
• High confidentiality, professionalism & discretion.