Job Description

Job Title : Executive Assistant to MD - Manufacturing Operations & Coordination

Industry : Manufacturing

Office Location: Vaishali, Sector - 4, Ghaziabad)

Employment Type : Full-time

The Executive Assistant (EA) will work directly with the Managing Director (MD) and act as his daily execution and coordination support. The role requires close monitoring of factory operations, reporting, task delegation, follow-ups, vendor coordination, and administrative control.

The EA must ensure that all instructions given by the MD are properly communicated, tracked, and completed on time, with clear daily updates.

Key Responsibilities1. Managing Director Support & Daily Execution

Manage the MD's daily schedule, meetings, and priorities. Attend meetings with or on behalf of the MD, prepare Minutes of Meeting (MOM), and ensure action points are completed. Prepare daily action lists, pending work status, and next-day priorities for MD review. Present clear daily summaries, deviations, and key issues to help the MD take quick decisions. Handle operational calls, messages, and escalations on behalf of the MD, reducing direct follow-ups by him. Maintain confidentiality, discipline, and accuracy in all MD-related work.

2. Task Delegation & Follow-up Control

Delegate tasks strictly as per MD instructions to concerned departments and individuals. Maintain a task tracker and follow up regularly until work is fully completed. Highlight delays, repeated issues, negligence, or non-compliance immediately. Coordinate between departments so that MD decisions are executed smoothly on the shop floor.

3. Daily Factory Reporting & Operations Monitoring

Ensure 100% daily reporting discipline across all factory departments. Collect, check, validate, and consolidate daily factory reports, including: Production output vs plan Machine performance, breakdowns, downtime reasons Manpower attendance and deployment Fuel, electricity, and material consumption Dispatch status and commitments Analyze data to identify gaps, inefficiencies, abnormal consumption, and recurring problems. Track dispatch commitments vs actual dispatches and highlight delays. Escalate unresolved issues to the MD with facts, data, and possible solutions.

4. Administration & Process Coordination

Coordinate daily office and factory administration to ensure smooth operations. Ensure compliance with internal systems, SOPs, and reporting formats. Maintain proper documents, records, registers, and reports related to factory and administration. Assist in improving internal systems, trackers, and reporting processes as directed by the MD. Ensure timely availability of accurate data and reports for MD reviews and planning.

5. Purchase, Vendor & Cost Coordination

Understand factory machinery, spares, raw materials, and technical requirements. Identify vendors independently, collect quotations, compare technical specifications, and negotiate rates. Prepare rate comparison charts with same BOQ and discuss with MD for approval. Ensure timely order placement after approval. Follow up with vendors for delivery schedules, documentation, and quality compliance. Coordinate quality checks with factory teams before material acceptance. Maintain purchase records, vendor database, pending orders, and payment follow-ups. Support the MD in cost control and vendor performance evaluation.
What This Role Requires

Strong understanding of manufacturing operations and factory working. Ability to track work, follow up strictly, and ensure execution. Excellent communication, coordination, and negotiation skills. Technically sound to understand machinery, materials, and operational data. Highly organised, proactive, and comfortable handling multiple responsibilities.
Job Types: Full-time, Permanent

Pay: ₹30,000.00 - ₹40,000.00 per month

Benefits:

Cell phone reimbursement
Application Question(s):

Have you worked in any Manufacturing Unit?
Experience:

Executive Assistant: 5 years (Required)
Language:

English (Required)
Work Location: In person