Executive Assistant to Managing Director

Job Title:

Department: Administration

Reports To: Managing Director / Directors

Location: APIIC, State Food Park (Near Ashok Leyland), Mallavalli Village, Krishna District, Hanuman Junction to Nuziveedu Route.

Job Purpose:

To provide comprehensive administrative, operational, and strategic support to the Managing Director / Directors in all aspects of business operations, enabling efficient decision-making, streamlined communication, and effective time management, particularly within the fast-paced and quality-driven environment of the confectionery industry.

Key Responsibilities:

1. Executive Support

Manage and organize the MD’s/Directors daily schedule, appointments, meetings, and travel arrangements.

Ensure timely reminders and preparation for internal and external engagements.

Act as the primary point of contact between the MD/Directors and internal/external stakeholders.

2. Communication Management

Draft, proofread, and manage correspondence, reports, and presentations on behalf of the MD/Directors.

Handle confidential documents ensuring they remain secure.

Coordinate communications, ensuring smooth information flow within the organization.

3. Meeting & Event Coordination

Organize and attend executive meetings, record minutes, and track action items.

Prepare meeting agendas, reports, and presentations for the leadership meetings.

Coordinate factory visits, product tastings, customer meetings, or supplier visits relevant to the confectionery business.

4. Project & Task Management

Monitor ongoing projects and business initiatives, ensuring deadlines and deliverables are met.

Follow up with various departments (Production, Quality, Sales, Marketing, R&D) to update the MD/DIRECTORS on progress.

5. Industry-Specific Coordination

Liaise with production, quality control, and R&D teams regarding new confectionery products or seasonal campaigns.

Maintain awareness of regulatory compliance, food safety protocols, and industry certifications (like FSSAI, ISO, HACCP).

Support marketing campaigns, seasonal promotions, packaging innovations, and competitor research.

6. Travel & Logistics

Plan and manage domestic and international travel itineraries including factory visits, client meetings, trade shows, or expos.

Ensure travel is cost-effective and aligned with the MD/Directors priorities.

7. Office & Administrative Support

Manage documentation, filing systems, and record-keeping for easy retrieval.  

Coordinate with vendors and suppliers when required by the MD/DIRECTORS.

Oversee or assist in personal tasks or errands, as required.

Skills & Qualifications:

Bachelor’s degree (preferably in Business Administration, or related field).

2-3 years of experience as a PA/Executive Assistant; experience in FMCG or confectionery is a plus.

Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent written and verbal communication skills.

Ability to multitask, prioritize, and manage time efficiently.

High level of discretion and confidentiality.

Familiarity with supply chain, production, and marketing processes in the food industry is desirable.

Key Attributes:

Proactive and solution-oriented

Attention to detail and organizational skills

Ability to work under pressure

Business acumen and professionalism

Interest or understanding of food and confectionery products