Executive Assistant to MD & CEO

Job Description:

Job Title/Designation: Executive Assistant  (To MD & COO)

Employment Type: Full Time, Permanent

Job Description:

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 don't 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.

2. Detailed Key Responsibilities
3. 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 budget? Lack of manpower?) and reporting the gap to the MD.

1. 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.

1. 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.

2. 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.

3. 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.

4. 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.

5. 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