Executive Assistant To Director

Key Responsibilities

1. Executive Governance & Leadership Support

Manage Directors calendar, leadership reviews, and strategic meetings.

Prepare structured agendas, presentations, dashboards, and executive summaries.

Record and circulate Minutes of Meeting (MoM).

Maintain strict action tracker and ensure 100% closure.

Convert leadership directions into structured execution plans.

2. HR Governance & Compliance Monitoring

Coordinate Monthly HR Review Meetings (HO & Plant HR).

Maintain structured employee data repository and policy documentation.

Prepare structured HR KPI Dashboard for Director review (i.e. Total Manpower (HO & Plant-wise); Contract Labor Strength & Compliance; Absenteeism %, Recruitment Status etc.)

Job Description

Issued BY HR Department Page 2 of 3

Vasant Masala Pvt. Ltd.

3. Finance Monitoring, Budget & Control

Coordinate Annual Budget (AOP) planning process across all departments (HO & Plants).

Track Budget vs. Actual performance at organization level, including plant-wise and department-wise analysis.

Monitor departmental spending discipline and variance reporting with root-cause analysis.

Review plant-level cost components including RM consumption, yield variance, conversion cost, overhead absorption, and operational expenses.

Track cost optimization initiatives and savings implementation across departments. Monitor receivables (with focus on HoReCa exposure), ageing analysis, and credit discipline.

Track payable schedules and working capital cycle in coordination with Accounts & Finance.

Support preparation of consolidated Cash Flow summary, Fund Flow overview, and working capital dashboard.

Conduct structured cost review meetings with department heads as per Director’s guidance.

Highlight financial risks, cost escalations, margin impact areas, and deviation trends to Director proactively.

Maintain centralized financial control dashboard covering HO, Dehgam Plant, and Jhalod Plant

4. HoReCa Sales Coordination & Performance Tracking

Track Monthly / Quarterly Sales Target vs. Actual – HoReCa segment.

Maintain institutional client database (Hotel / Restaurant / Caterer / Caf).

Monitor new client acquisition pipeline and order execution status.

Coordinate pricing approvals, commercial agreements, and credit limit approvals.

Ensure alignment between Sales, Finance, and Dispatch teams.

Prepare segment-wise profitability and contribution analysis.

5. MIS, Analytics & Structured Reporting

Prepare consolidated dashboards covering:

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Manpower & HR Metrics

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Budget vs. Actual

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Receivable Ageing

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HoReCa Sales Performance

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Profitability Indicators

Maintain structured MIS repository for audit readiness.

Ensure accuracy, timeliness, and decision-oriented reporting.

Job Description

Issued BY HR Department Page 3 of 3

Vasant Masala Pvt. Ltd.

Ownership, Delivery & Accountability

End-to-end ownership of HR, Finance & HoReCa coordination tasks.

Ensure 100% action closure from Director’s reviews.

Proactively identify risks in manpower, compliance, receivables, and sales performance.

Maintain strict confidentiality of employee and financial data.

Ensure reporting accuracy with zero tolerance for data gaps.

Mail & Communication Governance

Manage and screen Director’s official email and communication.

Prioritize, draft, and coordinate responses as instructed.

Track pending approvals, commitments, and ensure timely closure.

Maintain strict confidentiality of all official and sensitive communication.

Travel & Visit Management (End-to-End Travel Desk Coordination)

Plan and manage Director’s complete travel schedule including bookings, logistics, and accommodation.

Coordinate plant visits, business meetings, and external appointments.

Ensure agenda readiness and required documentation prior to visits.

Track and ensure closure of action points arising from visits.

Personal Agenda & Other Important Task Closure Support

Maintain structured tracker of all assignments given by Director (official, strategic, or special tasks).

Ensure end-to-end coordination and timely closure of assigned responsibilities.

Follow up with concerned stakeholders and escalate delays proactively.

Provide coordination support for select personal or family-related administrative matters, as assigned, ensuring discretion and professionalism.

Ensure no task remains open without defined status or follow-up.