Job Title/Designation
: Executive Assistant (To MD COO) Employment Type: Full Time, Permanent : Job Title: Manager
- HR Department: Management Reports to
: COO Required Qualification
: MBA in HR Experience
: Atleast 4-10 years experience in Corporate EA role in a reputed organization. EA to MD/COO/CEO/CHRO experience will be preferred. Job Purpose:
1. Strategic Coordination Performance Tracking
The primary focus here is ensuring that what is discussed in the boardroom is executed on the "shop floor."
Gap Analysis: Regularly auditing departmental outputs against the MD s strategic goals to identify performance lags or resource shortages.
MOM Lifecycle Management : Transforming Minutes of Meetings (MOM) into active project trackers. You dont just record what was said; you define the who, what, and when.
Post-Meeting Accountability: Following up with Department Heads (HODs) to ensure that the "Improvement Areas" identified in meetings are being addressed.
Cross-Functional Bridge: Breaking down silos by coordinating between departments (e.g., Sales and Finance) when a gap requires a multi-team solution.
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Detailed Key Responsibilities
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The "MOM-to-Action" Workflow
Drafting Distribution: Issuing high-quality MOMs within 24 hours of a meeting.
Status Reporting : Creating a "Traffic Light" report (Red/Amber/Green) for the MD to show which action items are delayed and which are on track.
Root Cause Analysis: If a task is consistently delayed, investigating why (Is it lack of budgetLack of manpower) and reporting the gap to the MD.
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Process Improvement
Workflow Optimization: Identifying "bottlenecks" in the MD s approval process and suggesting digital or procedural shortcuts.
Feedback Loops: Setting up formal check-ins after a major project milestone to analyze what went wrong and how to improve.
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Executive Dashboard Management
Data Aggregation: Collecting KPIs from various departments to prepare a weekly "Executive/Monthly Health Check" for the MD.
Pre-emptive Flagging: Spotting a downward trend in data before it becomes a crisis, allowing the MD to intervene early.
Key Responsibilities:
1. KRA: Strategic Coordination Action Item Tracking
MOM Lifecycle Management : Convert Minutes of Meetings (MOM) into actionable task lists with assigned owners and hard deadlines within 24 hours of the meeting.
Progress Monitoring: Conduct weekly "Check-ins" with Department Heads to track the status of pending tasks and update the MD on progress.
Accountability Enforcement : Escalating "Red Flag" items (tasks that are overdue or stalled) to the MD with a brief on why the delay is occurring.
Closure Rate : Ensuring a high percentage (e.g., 90%+) of meeting action items are closed within the stipulated timelines.
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KRA: Gap Analysis Operational Auditing
Performance vs. Target: Comparing monthly departmental reports against the MD s Strategic Plan to identify performance gaps.
Root Cause Identification: Analyzing "why" targets were missed (e.g., resource shortage, process bottleneck, or communication breakdown) and presenting findings to the MD.
Process Mapping: Reviewing existing workflows to identify redundancies or "leaks" in efficiency.
Resource Alignment: Identifying if departments have the necessary tools and manpower to meet the MD s directives.
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KRA: Implementation of Improvement Areas
Post-MOM Liaison : Coordinating between departments to implement "Improvement Areas" identified during reviews.
Pilot Project Support : Leading or supervising small-scale improvement projects (e.g., implementing a new CRM or a feedback loop) on behalf of the MD.
Feedback Integration : Ensuring that lessons learned from previous failures are integrated into new standard operating procedures (SOPs).
Change Management : Acting as the MD s representative to help teams adapt to new processes or strategic pivots.
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KRA: Data Synthesis Decision Support
Executive Dashboards : Consolidating data from Sales, HR, Finance, and Operations into a single-page "Business Health Report" for the MD.
Briefing Notes : Preparing "Decision Briefs" that outline the pros, cons, and potential gaps of a proposed strategy before the MD makes a final call.
Pre-Meeting Readiness : Ensuring all attendees of upcoming meetings have submitted their status reports 24 hours in advance to maximize meeting productivity.
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KRA: Stakeholder Board Management
Cross-Functional Alignment : Ensuring that all Department Heads are aligned with the MD s vision and that their individual KRAs do not conflict with one another.
External Liaison
: Coordinating with external consultants or vendors who are brought in to bridge specific operational gaps.
Confidentiality Diplomacy : Managing sensitive information regarding organizational restructuring or financial gaps with absolute discretion.
Experience
: 8 to 15 years
Desired Profile / Criteria / Skills :
Minimum Qualification
Graduation (MBA preferred) with 8+ years of experience in Core EA profile
