EA To MD

Nitika Pharmaceutical Specialities Pvt. Ltd; Nagpur District; On-site; INR 1,500,000 - 2,500,000; Full time

Job summary

Nitika Pharmaceutical Specialities Pvt. Ltd in Nagpur seeks a proactive Executive Assistant to the MD to streamline communications and coordinate with all departments.

You will manage meetings, prepare MOMs, track actions, and deliver daily MD reports, ensuring timely follow-ups and escalation when needed. This role requires senior-level exposure and close interaction with CXOs.

Qualifications

• EA-level work experience supporting senior management is mandatory.
• MD Office / CEO Office executive experience.
• Experience with MOM preparation and action tracking.

Responsibilities

• Act as central coordination point between the MD and all departments.
• Track MD instructions, priorities, commitments, and pending actions.
• Ensure timely communication, follow-up, and closure of assigned tasks.
• Schedule and coordinate management, departmental, and project meetings.
• Prepare agendas and collect required reports/data from departments before meetings.
• Prepare clear MOMs and circulate them with owners and dates.
• Maintain a consolidated action tracker and escalate delays to the MD.
• Coordinate with Production, QA, QC, Engineering, Projects, Finance, HR, and others.
• Prepare a daily MD report covering departmental performance and risks.
• Drive task closure through proactive follow-ups and accountability.

Skills

EA to MD

Senior management coordination

Meeting coordination

MOM preparation

Action tracking

Cross-functional coordination

Job description

Nitika Pharmaceutical Specialities Pvt. Ltd | Full time

Company:NitikaPharmaceutical Specialties Pvt. Ltd.
Location:Nagpur
Department:MD Office (CEO Team)
Reporting To:Managing Director

KeyResponsibilities

MD Office Coordination

• Act as the central coordination point betweenthe MD and all departments.
• Track MD instructions, priorities, commitments,and pending actions.
• Ensure timely communication, follow-up, and closure ofassigned tasks.

Meeting Management

• Schedule and coordinate management,departmental, and project meetings as per predefined schedules.
• Prepareagendas and collect required reports/data from departments before meetings.
• Ensure concerned participants are prepared with required updates beforemeetings.

Minutes of Meeting (MOM)

• Prepare clear and professional MOMs.
• Capturekey decisions, action points, responsible owners, and target dates.
• Circulate MOMs and maintain proper records.

MOM & Action Tracking

• Maintain a consolidated action tracker.
• Followup with HODs, Plant Heads, Business Heads, and Managers.
• Track completed,pending, delayed, and dependency-based actions.
• Escalate critical delays andunresolved matters to the MD.

Cross-Functional Coordination

• Coordinate with Production, QA, QC,Engineering, Projects, Purchase, Finance, Sales, HR, EHS, PPIC, Stores,Dispatch, and other departments.
• Ensure interdepartmental dependencies andbottlenecks are resolved.
• Drive task closure through effective managerialfollow-up, even without direct reporting authority.

Daily MD Report

• Prepare a daily consolidated report coveringthe performance crux of all departments.
• Highlight key achievements, delays,risks, deviations, critical issues, and decisions required.
• Provide concise,decision-ready information instead of forwarding raw departmental reports.

Performance Monitoring

• Track Target vs Actual, Plan vs Achievement,departmental KPIs, and commitments.
• Highlight major performance gaps,deviations, and overdue actions.
• Support weekly, monthly, quarterly, andother management review meetings.

Follow-Up & Closure

• Maintain MD follow-up and priority lists.
• Follow up proactively before deadlines and obtain clear commitment dates.
• Ensure tasks are closed only after proper completion and validation.

Executive Communication

• Draft professional emails, letters, reminders,management communications, and follow-ups.
• Coordinate communication withinternal and external stakeholders.
• Ensure important communications and MDinstructions are properly communicated and followed up.
• Maintainconfidentiality of sensitive management matters.

Calendar & Schedule Management

• Manage MD's appointments, meetings, reviews,travel, and important commitments.
• Prioritize schedules, avoid conflicts,and ensure preparedness for important meetings.

Special Projects

• Coordinate strategic and special projectsassigned by the MD.
• Track milestones, timelines, dependencies, responsibleowners, and deliverables.
• Provide periodic progress updates to the MD.

Mandatory Experience

• Prior experience as Executive Assistant to MD /Director / Chairman / CXO.
• MD Office / CEO Office Executive experience.

Practical Exposure

• MOM preparation and action tracking.
• Management-level meeting coordination.
• Cross-functional departmental coordinationand follow-up.
• Daily management reporting.
• Executive communication.
• Actiontracker management and task closure.
• Senior management coordination.

Mandatory Requirement

• EA-level work experience supporting seniormanagement is mandatory.

Preferred Experience

• 7–12 years of relevant experience.

Industry Exposure

• Experience in Pharma, Manufacturing, Chemicals,FMCG, Engineering, or Process Industries preferred.

Management Exposure

• Experience working directly with seniormanagement, directors, or promoters will be an advantage.

Requirements

• Prior experience as Executive Assistant to MD /Director / Chairman / CXO.
• MD Office / CEO Office Executive experience.
• MOM preparation and action tracking.
• Management-level meeting coordination.
• Cross-functional departmental coordinationand follow-up.
• Daily management reporting.
• Executive communication.
• Actiontracker management and task closure.
• Senior management coordination.
• EA-level work experience supporting seniormanagement is mandatory.