Executive Assistant

Position Overview:

The Executive Assistant will provide comprehensive administrative and organizational support to the Director at MGPL. This role demands a high degree of professionalism, confidentiality, and efficiency. The ideal candidate will serve as a trusted point of coordination between the Director, internal teams, and external stakeholders, ensuring seamless management of day-to-day operations and priorities.

Key Responsibilities:

Executive & Administrative Support:

• Manage and maintain the Directors calendar, meetings, appointments, and travel arrangements.
• Draft, review, and manage correspondence, reports, presentations, and internal communications.
• Prepare and organize materials for meetings, including agendas, minutes, and follow-up actions.
• Handle confidential information and sensitive business matters with discretion.
  

Coordination & Liaison:

• Serve as the primary point of contact for internal departments and external stakeholders on behalf of the Director.
• Ensure effective communication flow between the Director and various teams.
• Coordinate and track progress on key deliverables, projects, and strategic initiatives.
  

Office & Logistical Management:

• Organize and manage travel itineraries, accommodation, and event logistics.
• Process reimbursements, maintain expense records, and handle related administrative documentation.
• Assist in scheduling and coordinating review meetings, plant visits, or vendor meetings when required.
  

Reporting & Documentation:

• Compile and maintain reports, dashboards, and data summaries as required by the Director.
• Conduct research and prepare briefing notes or background materials for meetings and presentations.
• Maintain organized records, files, and documentation for easy retrieval and reference.

Strategic & Operational Support:

• Assist in monitoring key business activities, operational timelines, and performance metrics.
• Follow up with departments on action points assigned by the Director to ensure timely completion.
• Support in preparing management reports, MIS, and review materials.

Qualifications & Skills:

• Bachelors degree in Business Administration, Commerce, or a related discipline.
• 13 years of experience as an Executive Assistant, preferably supporting senior management or directors in a corporate/manufacturing setup.
• Excellent written and verbal communication skills.
• Strong proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Exceptional organizational and time management skills.
• High level of integrity, discretion, and professionalism.
• Ability to multitask, prioritize, and work under tight deadlines.

Key Competencies:

• Proactive & Dependable: Anticipates needs and takes initiative with minimal supervision.
• Detail-Oriented: Ensures precision and thoroughness in all tasks.
• Confidentiality: Handles sensitive information with discretion and maturity.
• Interpersonal Skills: Builds trust and effective working relationships across levels.
• Adaptability: Thrives in a dynamic, fast-paced environment.