Role Definition
The Executive Assistant to the Managing Director is responsible for providing comprehensive administrative, operational, and strategic support to the Managing Director by coordinating cross-functional activities, managing business information, monitoring organizational performance, and ensuring timely execution of key business priorities. The role acts as a central communication link across departments to improve operational efficiency, decision-making, and business growth.
Responsibility Deliverables
- Executive Support & Calendar Management
- Business Coordination & Cross-Functional Communication
- Data Analysis & Management Reporting
- Process Improvement & Documentation
- Strategic Projects & Business Support
Tasks & Activities1. Executive Support & Calendar Management
- Provide direct administrative and operational support to the Managing Director.
- Manage calendars, appointments, meetings, travel schedules, and business commitments.
- Prepare meeting agendas, presentations, reports, business summaries, and minutes of meetings.
- Track action items arising from meetings and ensure timely follow-up and closure.
- Prioritize daily activities and assist the Managing Director in managing business commitments.
- Maintain confidentiality of business information, documents, and strategic discussions.
2. Business Coordination & Cross-Functional Communication
- Coordinate with Production, Merchandising, Quality, Stores, HR, Finance, and other departments to collect business information.
- Consolidate departmental reports and present management summaries.
- Monitor production status, order progress, inventory levels, quality performance, and delivery schedules.
- Ensure timely communication and follow-up between departments.
- Coordinate management meetings and ensure action items are implemented within agreed timelines.
- Support smooth information flow across all business functions.
3. Data Analysis & Management Reporting
- Prepare and maintain MIS reports, dashboards, trackers, and management reports.
- Analyze operational and business data to support management decisions.
- Identify operational trends, bottlenecks, risks, and improvement opportunities.
- Develop Excel dashboards using Pivot Tables, Lookups, Charts, and analytical functions.
- Generate periodic business performance reports with actionable insights.
- Maintain accurate business records and reporting systems.
4. Process Improvement & Documentation
- Develop and standardize SOPs, reporting templates, and operational documentation.
- Improve reporting processes and workflow efficiency across departments.
- Support implementation of systems that enhance productivity, visibility, and accountability.
- Research industry best practices, business tools, and productivity solutions.
- Assist in digitalization and automation initiatives where applicable.
- Maintain document control and version management for organizational records.
5. Strategic Projects & Business Support
- Support the Managing Director in executing strategic initiatives and special projects.
- Conduct market research, competitor analysis, and business studies.
- Assist in preparing business proposals, presentations, and management reviews.
- Coordinate client meetings and internal review meetings.
- Support new business initiatives and organizational development projects.
- Perform additional assignments delegated by the Managing Director.
Measurement Metrics (KPIs)
- Timely completion of assigned executive tasks.
- Meeting schedules maintained with minimal conflicts.
- Percentage of action items closed within agreed timelines.
- Accuracy and timeliness of MIS reports and dashboards.
- Departmental report submission compliance.
- Cross-functional coordination effectiveness.
- Improvement in reporting efficiency and process standardization.
- Accuracy of documentation and business records.
- Successful completion of strategic projects.
- Managing Director's satisfaction with executive support.
- Confidentiality and professionalism maintained in all assignments.
Required Qualifications
- Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
- MBA, PGDM, or relevant professional certifications will be an added advantage.
Required Experience
- 2–5 years of experience as an Executive Assistant, Operations Coordinator, Business Analyst, or a similar role.
- Experience in the garment, textile, or manufacturing industry is preferred.
- Prior experience supporting business owners, founders, or senior executives is highly desirable.
Required Skills
- Executive calendar and meeting management
- Advanced Microsoft Excel (Pivot Tables, Lookups, Dashboards, Data Analysis)
- Google Workspace and Microsoft Office
- MIS reporting and dashboard preparation
- Business data analysis
- Documentation and SOP preparation
- Presentation development
- Cross-functional coordination
- Problem-solving and analytical thinking
- Time management and organizational skills
- AI productivity tools (ChatGPT, Perplexity, and related platforms)
Required Knowledge
- Business operations and manufacturing workflows
- Management reporting and MIS systems
- Production planning and operational coordination
- Documentation standards and SOP development
- Data analysis and business performance measurement
- ERP systems and business process management
- Project coordination principles
- Business communication and stakeholder management
- Microsoft Excel advanced functions
- Confidential information management
Behavioural Competencies
- Strong ownership and accountability
- High attention to detail
- Proactive and self-driven approach
- Excellent planning and organizational skills
- Analytical and critical thinking
- Decision-making ability
- Effective verbal and written communication
- Professionalism and confidentiality
- Adaptability in a fast-paced environment
- Interpersonal and stakeholder management skills
- Continuous learning and improvement mindset
- Ability to anticipate business needs and solve problems proactively
Pay: ₹200,000.00 - ₹375,000.00 per year
Work Location: In person
