Executive Assistant to the Chief of Manufacturing

Job Summary

The Executive Assistant (EA) to the Chief of Manufacturing will provide high-level administrative, coordination, and operational support to ensure smooth functioning of the Manufacturing department. The role requires strong organizational skills, confidentiality, communication abilities, and coordination across multiple departments to support strategic and day-to-day manufacturing operations.

Key Responsibilities

Administrative & Executive Support

• Manage and maintain the Chief of Manufacturing’s calendar, meetings, appointments, and travel schedules.
• Coordinate internal and external meetings, prepare agendas, and record MOMs (Minutes of Meetings).
• Handle correspondence, emails, presentations, reports, and confidential documents.
• Prepare MIS reports, dashboards, and presentations for management reviews.
• Track action items and ensure timely follow-up with respective stakeholders.

Coordination & Communication

• Coordinate with Production, Quality, Supply Chain, and other departments for smooth execution of activities.
• Support in scheduling manufacturing review meetings and operational discussions.
• Facilitate communication between the Chief of Manufacturing and cross-functional teams.
• Assist in vendor, customer, and external stakeholder coordination when required.

Documentation & Compliance

• Maintain departmental records, reports, and confidential documentation.
• Ensure proper filing and document control as per company procedures and compliance requirements.
• Support in preparation of audit-related documents and manufacturing reports.
• Assist in maintaining data related to KPIs, production performance, and departmental objectives.

Operational Support

• Monitor pending tasks, project timelines, and management commitments.
• Assist in preparation of monthly operational reviews and management presentations.
• Support manufacturing projects, employee engagement activities, and departmental initiatives.
• Ensure effective coordination for plant visits, inspections, and leadership meetings.

Required Qualifications

• Bachelor’s degree in business administration, Management, Engineering, or related field.
• 5-year Proven experience as an Executive Assistant, Coordinator, or similar role supporting senior management.
• Experience in manufacturing or industrial environment preferred.

Required Skills & Competencies

• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel, PowerPoint, Word, Outlook).
• Ability to maintain confidentiality and professionalism.
• Strong follow-up and coordination skills.
• Good analytical and reporting abilities.
• Ability to work under pressure and meet deadlines.