Executive Assistant To CEO & Managing Director

Role Overview

The Executive Assistant will support the MD & CEO by coordinating with all functional department heads to ensure timely and accurate reporting, review, and follow-up of key business metrics and action items. The role is functional in nature and focuses on driving accountability, performance monitoring and cross departmental alignment rather than personal administrative support.

Key Responsibilities

Cross-Functional Coordination

• Act as the central link between MD & CEO and functional department heads.
• Ensure all reports, data, and information requested by MD & CEO are collected, validated, and submitted on time.
• Follow up with department heads to ensure timely execution of assigned tasks and commitments.

MIS & Reporting

• Coordinate with Finance, Production, QA, HR, SCM, and other departments to prepare and consolidate MIS reports.
• Review and validate data before submitting to MD & CEO.
• Prepare summary reports, presentations, and dashboards highlighting KPIs, variances, and risks.

Management Review Meetings (MRM)

• Schedule and coordinate Monthly Review Meetings (MRM) with MD & CEO.
• Circulate calendar invites, prepare agenda, and collate necessary reports prior to meetings.
• Record and circulate Minutes of Meetings (MoM) with clear action points.
• Track and follow up with functional heads on the closure of action items from MRMs.

Performance Monitoring & Analysis

• Provide first-level review and analysis of departmental submissions to highlight trends, gaps, or exceptions.
• Support MD & CEO in monitoring performance against business objectives and targets.

Confidentiality

• Ensure that reporting standards, data integrity, and confidentiality are maintained at all times.

3. Qualifications & Experience

• Graduate/Post-Graduate in Business Administration, Commerce, Science, or related field.
• 5 - 8 years of experience in coordination, MIS, or corporate strategy roles (preferably in Pharma/API/manufacturing sector).
• Proven ability to coordinate across multiple functions and senior leadership teams.
• Strong knowledge of reporting tools, MS Excel, PowerPoint.

4. Key Skills Required

• Strong business acumen and functional understanding of manufacturing/Pharma operations.
• Excellent communication and coordination skills.
• Analytical thinking and ability to interpret reports and data.
• High accountability with ability to drive results across functions.
• Strong planning, time management, and follow-up abilities.

Interested candidates may apply on this job post or reach out to me at ajay.gandhi@cielhr.com