Executive Assistant

Position Title: Personal Executive to Managing Director

Reporting To: Managing Director

Job Purpose:

To manage and streamline all business and personal activities of the Managing Director, ensuring effective planning, execution, and follow-up. The role is responsible for strengthening accountability systems, MIS tracking, and execution discipline across all departments.

Key Responsibilities (KRA):

1. Calendar & Time Management

- Manage MD’s daily and weekly calendar

- Prioritize meetings and ensure effective time utilization

- Align business and personal schedules

2. MIS & Review Management

- Collect MIS from all department heads

- Prepare daily, weekly, and monthly reports

- Create decision summary notes for MD

3. DPR & QOS Verification (Critical Responsibility)

- Verify Daily Production Reports (DPR) and Quality Operating Sheets (QOS)

- Cross-check accuracy, completeness, and consistency

- Highlight deviations and escalate to MD

4. KPI Management (Monthly)

- Collect KPI data from all department heads and managers

- Validate KPI performance vs targets

- Prepare consolidated KPI dashboard for MD

5. Task Delegation & Automation System Management

- Delegate tasks in Business Automation System (ERP / Task Tools)

- Ensure proper assignment and clarity of tasks

- Track execution and ensure closure within deadlines

6. Follow-up & Execution Tracking

- Take structured follow-ups from department heads and managers

- Monitor pending tasks and enforce deadlines

- Maintain task tracking dashboard

7. Travel & Logistics Management

- Manage business and personal travel (flights, hotels, itinerary)

- Ensure cost optimization and smooth execution

8. Communication Management

- Handle emails, calls, and internal communication

- Coordinate meetings and visitors

- Maintain confidentiality

9. Decision Support

- Analyze data and provide actionable insights

- Assist MD in priority setting and decision-making

10. Personal Task Management

- Manage personal commitments, travel, and events

- Ensure smooth coordination of personal schedules

KPI (Key Performance Indicators):

- DPR & QOS verification accuracy (100%)

- KPI collection and reporting timeliness (100% on-time)

- MIS submission adherence (%)

- Task closure rate (%)

- Pending task aging (days)

- Travel execution efficiency (zero disruption)

- MD time productivity improvement

Competency Requirements:

Core:

- Planning & organization

- Ownership mindset

- Confidentiality

- Attention to detail

Functional:

- MIS & data handling (Excel)

- Task management systems

- Travel planning

- Business communication

Behavioral:

- Proactiveness

- Problem solving

- Assertive follow-up

- Pressure handling

Strategic:

- Business understanding

- Priority judgement

- Decision support capability

Qualification & Experience:

- Graduate (MBA preferred)

- 3–8 years experience

- Manufacturing exposure preferred

Ideal Candidate:

- Strong follow-up and execution mindset

- Works as MD’s right hand

- Highly disciplined and trustworthy