Executive Assistant

Role Objective / Major Purpose of the Job
The incumbent provides high-level executive, administrative, and strategic support to the Head, Global Manufacturing. The role ensures the executive's time, communication, and priorities are managed effectively, so that the Head can focus on operational leadership across plants and regions. The Executive Assistant acts as a trusted partner and a key point of coordination between the Global Manufacturing Head, site heads, functional leaders, senior management, and external stakeholders, while handling confidential information with the highest level of discretion.

Principal Tasks & Responsibilities

Executive Support & Calendar Management

Manage the executive's calendar, meetings, and priorities, including scheduling across multiple time zones and regions.
Coordinate and plan domestic and international travel, including itineraries, visas, accommodation, and plant visit logistics.
Screen and prioritise calls, emails, and requests, and act as the first point of contact for the executive's office.

Meeting & Governance Support

Organise and coordinate monthly operations reviews, site head meetings, leadership forums, and Board or management presentations.
Prepare agendas, briefing notes, and meeting packs, record minutes, and track action items to closure.
Follow up with site heads and functional teams on deliverables, deadlines, and open items.

Reporting & Documentation

Prepare, consolidate, and format presentations, MIS reports, and dashboards covering production, quality, EHS, and capex performance.
Draft correspondence, reports, and communication on behalf of the executive, as directed.
Maintain organised records, files, and documents, with strict confidentiality over sensitive business information.

Stakeholder & Communication Management

Liaise with plant heads, Quality, Supply Chain, R&D, Regulatory, Finance, and HR teams on behalf of the executive.
Handle interactions with customers, auditors, regulators, vendors, and other external stakeholders with professionalism.
Coordinate arrangements for customer audits, regulatory inspections, and senior visitor visits at the executive's direction.

Operational & Administrative Management

Manage the executive's expense claims, budget tracking, invoices, and approvals.
Support the executive's office budget and administrative needs, including vendor coordination.
Support special projects, strategic initiatives, and cross-functional programmes as assigned.
Maintain the executive's personal and professional commitments with sensitivity, ensuring timely reminders and preparation.

Key Skills & Competencies

Functional / Technical

Executive support and calendar management
Global travel and event coordination
MS Office proficiency (Outlook, Excel, PowerPoint, Word) and collaboration tools
Presentation and report preparation
Minute taking and action tracking
Understanding of manufacturing or pharmaceutical operations (preferred)
Business communication (written and verbal)
Records and confidentiality management

Behavioural

Discretion and integrity
Organisation and time management
Proactiveness and ownership
Attention to detail
Professional communication and presence
Adaptability and ability to work under pressure
Relationship building and collaboration
Problem-solving and sound judgement