Executive Assistant to Managing Director

Job Description-Administrative cum Executive Assistant to Group MD- MPM Group

Essential Duties and Responsibilities / Tasks:

This job has two distinguished focus of performance.

v Providing professional administrative assistance to GMD and

v Performing as an effective bridge between GMD and the team to improve management productivity by effective coordinator of communication, meetings, monitoring and tracking of reports and follow ups.

Task related to Administrative Assistant to GMD

1.     Provides comprehensive support services to the GMD that ensures professional, responsive, and effective experience with internal and external stakeholders. Makes MDs office a facilitation center for all stakeholders for productive engagement and pleasant experience.

a)    Manage administrative functions in MDs office, including complex calendar management.

b)   Co- ordinate and carry out meetings, special events and take detailed minutes.

c)    Transcribed minutes of meetings and follow up action.

d)   Act as the point of contact for internal and external clients & routing calls.

e)    Produces accurate office files, updated spreadsheets, and crafted presentations to support GMD & ECM and boost management team efficiency.

f)     Coordinates domestic and international travel arrangements, including booking airfare, hotel and ground transportation.

g)   Regulates meetings and appointments with the GMD and for GMD

2.     Prepares 2 weeks look ahead program for GMD Office based on Quarterly, Monthly plans and review schedules, customer engagements and ongoing ECM discussions. This is updated every week for next two weeks.

3.     Provides calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.

4.     Administers correspondence and emails. Handles all calls and visitors with grace, sophistication, and professionalism.  Maintains relationship with leadership team and external customers, suppliers, authorities, and board members.

a)    Respond to emails and other correspondence to facilitate communication and enhance business process performance and speed.

b)   Screen incoming mail, publications and other correspondence directed to executive management committee members.

c)    Compose and send various documents and correspondence e mails for executives, suppliers, customers, and board members.

d)   Bring prioritized e mails for review by GMD and input for response.

5.    Assists in coordinating implementation of policies and practices across organization by documentation, timely communication, follow up and control of master policy documents.

6.     Acts as Administrative Assistant for Learning and Development center and partners with Strategic HR & OD team to improve learning and development plan execution.

7.     Plans and co-ordinates tasks related with travel, expense management and setting up meetings internally and externally for Managing Director.

8.     Travels with MD for business assignments such as Pondicherry Plant review, Communication and follow up of pending actions in the manufacturing plant, customer meetings and meeting with government authorities.

9.     Monitors and improves internal and external communication from GMD's Office and to GMD's office.  Specially with Domestic and International Customers/ Networks.

10.  Act as Administrative Coordinator FOR MPM Foundry Academy

 Tasks related Executive Assistant.

1.     Bridges the Supervisory Board Direction and Executive Management Action focus by keynote follow up from Board Meeting during operational execution based on brief and keynotes of GMD from the board meeting. Follows up critical BoD Decisions for implementation in the organization and resolves issues coming in implementation. Keeps a track of follow up points after Board Meeting.

2.     Provides effective connectivity between GMD & ECM and the other stakeholders during the travel and meetings when GMD is not in the Head Office.

3.     Acts as secretary of Executive Management Committee and all other important operation reviews/ business reviews and follows up implementation of decisions and actions with action owners. Helps teams in removing their hurdles on behalf of GMD.

4.     Maintains the calendar to expedites all the monitoring and tracking reports and database management related with Business Management System- KPIs, Performance Results and improves Monitoring and Review Process. Ensures all HODs provide this information on time. Prepares power point presentation for business decision, internal communication, and presentation to customers.

5.     Monitors and Tracks implementation of Quarterly Initiatives & prepares necessary updates on PPT for review, perform business analytics where needed and follow up strategic action plan with all action owners.

6.     Follows up, collects, and previews all MIS prior to GMD and brings key issues for attention of decision making are providing a solution to GMD.

7.     Prepares Monthly summary report for BoD on behalf of GMD in prescribed format on performance, initiatives, risks, opportunities and trends.

8.     Tracks and share the feedback from employees with management on timely basis. Ensures any emergency communication is escalated immediately.

9.     Performs ERP/ Other approval related transactions (Purchase Orders, New BIDS/ Proposals) on behalf of GMD as delegated responsibility and co-ordinates the need for efficient execution on time for managers without delay. Approves payments for online transactions.

10.  Acts as a nodal point during crisis management and emergencies on behalf of the Office of GMD.

11.  Co-ordinates with Division Heads for Divisional Review- Agenda, Data and Follow up actions

12.  Co-ordinates with Project Teams to get reports and updates on time