Executive Assistant To Managing Director

Propella Consulting Group; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Propella Consulting Group is seeking an experienced Executive Assistant to the Director in Mumbai to coordinate procurement and support strategic decision-making. The role involves data analysis, MIS reporting, market research, and overseeing scheduling and communications.

The ideal candidate will have strong organizational skills, confidentiality, and familiarity with the chemical industry. The position requires a six-day work week and close collaboration with vendors and internal teams.

Qualifications

• Strong organizational and time management abilities.
• Proficient in data analysis and MIS reporting.
• Excellent negotiation and communication skills.

Responsibilities

• Assist the Director by coordinating direct and indirect sourcing and procurement efforts.
• Manage Director's calendar and schedule to focus on strategic issues.
• Prepare research documents, reports, and MIS for decision making.
• Ensure adherence to compliance and regulatory requirements and flag risks.
• Collect and summarize data from departments and highlight deviations.
• Conduct market research and inform the Director of market movements.
• Coordinate meetings, draft emails, and handle executive communications.
• Maintain confidential files and ensure orderly document management.
• Track action items and ensure milestones are met per Director's instructions.
• Build strong relationships with vendors and internal/external stakeholders.
• Prepare minutes of meetings and share within 24 hours.

Skills

Office management

Negotiation

Data analysis

Calendar management

Stakeholder liaison

Job description

Role & responsibilities

Work with cross functional business units to facilitate centralized direct and indirect sourcing and procurement efforts on behalf of the Director.

He must have Knowledge of business & data analytical tools. Data management is also a pre-requisite for this profile so that he can assist the Director to take timely and informed decisions. It also includes analysing documents, preparing research documents and reports.

Manage and prioritise Director's schedules to ensure that his time is invested in critical and strategic issues, than operational

Familiarity with relevant compliance and regulatory requirements, including understanding of standard contractual terms and conditions to highlight any probable legal risk

Collect, collate data and MIS of various departments on a daily/weekly/monthly basis as per the requirement of the Director and make synopsis of relevant data highlight deviation from standards.

Should carry out market research and analytical study for the Director in areas which could have a probable impact on our business. Should keep

abreast with latest movements in the market and keep the Director updated on the same.

Assist the Director in the prepartion/facilitation and implementation of the Annual procurement plan/Annual Operating Plan(APP/AOP) as per

mutual agreement of the Directors

Proactively monitor and strive to maintain high levels of accuracy and consistency in forecasting & planning for AOP/APP for the Director

Represent the executive by attending meetings in the executives absence and speaking for the executive

Build and maintain strong working relationship with all internal and external stakeholders; potential and current vendors and also prospective network on behalf of the Director

Regular and daily feedback will have to be maintained with the Director.

Act as the Right arm of the Director and uphold a strict level of confidentiality

Maintain an organized filing system of paper and electronic documents and ensure an effective document & folder management system

Manage complex office administrative work requiring the use of independent judgment and initiative

File Maintenance, Schedule Management, Time Management, Influential Negotiation skill, Budget management, Organization skill, efficient

calendar management and exceptional reporting to be ensured at all times

Follow up through of all discussed items in meetings with updated MIS and reports. Follow attainable timelines and keep teams on task to

complete milestones according to schedules and Director's instructions

Coordinate executive communications, including taking calls, responding to and drafting emails and interfacing with stakeholders

To prepare the minutes of the meeting of all the meetings as per the directions and share with the concerned stakeholders within 24 hours of the said meeting

Streamline MIS templates to facilitate real time prompt decision making culture-train the teams on the same if required

Preferred candidate profile

Looking for candidates from chemical industry only and candidates who are interested to work in 6 days working culture.