Executive Assistant to Managing Director

Job Title:

Department:

Reporting To:

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• Role Summary:

The Executive Assistant (EA) provides high-level administrative and operational support to the Director, ensuring smooth coordination of business, production, and strategic activities within the steel manufacturing plant. The EA acts as a key liaison between the Director, department heads, external stakeholders, and plant operations to facilitate effective decision-making and communication.

• Key Responsibilities:

1. Administrative & Executive Support

• Manage the Director’s calendar, appointments, and travel schedules (domestic and international).
• Prepare and organize meetings, reviews, and conferences — including minutes, presentations, and follow-up actions.
• Draft, proofread, and manage correspondence, reports, and official documents on behalf of the Director.
• Handle confidential and sensitive information with discretion.

2. Operations Coordination

• Coordinate with production, maintenance, quality, logistics, and HR departments to gather daily/weekly plant performance reports.
• Assist in monitoring KPIs related to production efficiency, raw material consumption, safety, and project timelines.
• Track and follow up on key action items from management meetings.
• Support the Director in project management — from feasibility studies to execution tracking.

3. Strategic & Analytical Support

• Compile data and prepare management dashboards, MIS reports, and cost analyses.
• Conduct research and prepare briefing materials for strategic meetings.
• Coordinate with finance and procurement teams for budget tracking and vendor assessments.

4. Communication & Liaison

• Serve as the point of contact between the Director and internal/external stakeholders — including suppliers, contractors, clients, and government authorities.
• Draft professional communications, presentations, and executive summaries.
• Ensure smooth flow of information between the Director’s office and plant departments.

5. Compliance & Documentation

• Maintain up-to-date documentation of plant licenses, certifications, and statutory compliance reports.
• Assist in preparing reports for board meetings, audits, and statutory filings.

6. Event & Visit Management

• Plan and coordinate site visits for clients, auditors, or government officials.
• Support internal events such as annual reviews, safety weeks, and corporate celebrations.

Skills & Competencies:

• Excellent communication and drafting skills (English & local language).
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel, PowerPoint, Word) and ERP systems (SAP/Tally/Oracle).
• Analytical mindset with attention to detail.
• High integrity, discretion, and professionalism.
• Understanding of manufacturing or industrial processes (preferred).

Qualification & Experience:

• Graduate or Postgraduate (preferably in Mechanical Engineering).
• 5–10 years of experience as Executive Assistant / Executive Secretary, ideally in a manufacturing or industrial environment.