Executive Assistant To Managing Director

Job Title:

Executive Assistant to Managing Director

Location:

Chhatrapati Sambhajinagar

Experience Required:

3-8 years in a technical coordination role

Gender Preference:

Male

Company Profile:

A leading provider of advanced machinery and solutions for the pulp and paper industry, focused on innovation, quality, and sustainable growth. Its solutions are trusted by customers worldwide.

Position Overview:

The Executive Assistant (Technical) will serve as the Director's primary partner in running technical and business operations. The role bridges engineering, production, quality, and supply chain by tracking project progress, preparing executive-level reports, and ensuring decisions and action items are closed on time. This position directly supports leadership clarity, project discipline, and cross-functional execution.

Qualifications:

• Engineering graduate or equivalent qualification
• MBA preferred
• 3-6 years of experience in a technical coordination role

Key Responsibilities:

Technical and Project Coordination

• Track timelines, milestones, and deliverables across engineering, production, quality, and supply chain, escalating slippages early
• Prepare technical presentations, review decks, dashboards, and MIS reports for the Director
• Follow up on action items from design reviews, project meetings, and customer discussions
• Support technical documentation, including specifications, drawings, ECNs, and compliance records

Director Support and Operations

• Manage the Director's calendar, meetings, and travel, flagging what is urgent
• Draft and review internal and external communication, including customer and vendor correspondence
• Prepare briefing notes and meeting minutes, and track decisions to closure
• Act as the Director's point of contact with teams, customers, and suppliers

Planning, Budgets and Reporting

• Assist with budget tracking, cost reports, and vendor and PO coordination
• Monitor KPIs and OKRs, flagging deviations before they escalate
• Coordinate hiring, onboarding, and team communication
• Organize audits, customer visits, and internal reviews

Continuous Improvement

• Identify process bottlenecks and propose practical fixes
• Maintain trackers and reporting templates, and automate routine reporting

Skills Required:

• Strong written and verbal communication, with the ability to prepare clear executive-level reports, briefing notes, and meeting minutes
• Advanced MS Office / Google Workspace skills, including AI tools for productivity and reporting
• Basic data analysis and dashboarding skills (advanced Excel, Power BI)
• Excellent organization, follow-through, and time management, with the ability to prioritize urgent issues
• Working knowledge of engineering and manufacturing processes, and familiarity with technical documentation (specifications, drawings, ECNs)
• Basic understanding of budgets, POs, and KPI/OKR tracking
• Attention to detail and discretion with confidential information
• Process-improvement mindset, with the ability to maintain trackers and automate routine reports

Special Requirements:

• Working knowledge of engineering and manufacturing processes, and familiarity with technical documentation (specifications, drawings, ECNs)
• Strong written and verbal communication, with the ability to prepare clear executive-level reports, briefing notes, and meeting minutes
• Basic understanding of budgets, POs, and KPI/OKR tracking
• Ability to prepare technical presentations, review decks, dashboards, and MIS reports for the Director
• Ability to follow up on action items from design reviews, project meetings, and customer discussion