Key Responsibilities

1. Strategic Planning & Business Operations

- Work closely with cross-functional business units to facilitate centralized direct and indirect sourcing and procurement initiatives on behalf of the Director.
- Support the Director with business analysis, data interpretation, research, documentation, and preparation of management reports.
- Collect, collate, analyze, and present departmental MIS on a daily, weekly, and monthly basis as required.
- Prepare concise summaries and highlight key trends, deviations, exceptions, and areas requiring management attention.
- Conduct market research and analytical studies on business, industry, competitor, procurement, and market developments that may impact the organization.
- Keep the Director updated on relevant market trends, business developments, risks, and opportunities.
- Assist in the preparation, facilitation, and implementation of the Annual Procurement Plan (APP) and Annual Operating Plan (AOP).
- Proactively monitor forecasting and planning activities to ensure accuracy, consistency, and alignment with approved business objectives.
- Support the Director in prioritizing strategic issues and ensure effective utilization of the Directors time.
- Review relevant contractual terms, compliance requirements, and regulatory matters and highlight potential business or legal risks for management attention.
- Attend meetings on behalf of the Director when required and effectively communicate the Director’s instructions and decisions to relevant stakeholders.

2. Stakeholder Management

- Build and maintain strong relationships with internal departments, senior management, external stakeholders, vendors, prospective vendors, and business networks on behalf of the Director.
- Coordinate effectively with cross-functional teams to ensure timely execution of decisions and action points.
- Maintain regular communication and provide timely updates to the Director on important developments and pending matters.




- Act as the Director’s key coordination point and ensure seamless flow of information between the Director and stakeholders.
- Maintain the highest level of confidentiality regarding business, financial, operational, and management information.

3. Executive Operations, MIS & Administration

- Maintain an organized filing and documentation system for both physical and electronic records.
- Establish and maintain an effective document, folder, and information management system.
- Manage complex administrative and operational activities requiring independent judgment, initiative, and discretion.
- Effectively manage the Director’s calendar, schedules, meetings, priorities, and time.
- Coordinate executive communications, including calls, emails, correspondence, and stakeholder interactions.
- Follow up on all action items discussed during meetings and maintain updated MIS/action trackers.
- Ensure agreed timelines and milestones are tracked and followed up with respective teams.
- Prepare accurate Minutes of Meetings (MoM) and circulate them to concerned stakeholders within 24 hours of the meeting, as directed by the Director.
- Streamline and standardize MIS formats and templates to support real-time and data-driven decision-making.
- Train or guide relevant teams on MIS formats and reporting processes, wherever required.
- Support budget monitoring, planning, negotiation, organization, reporting, and other executive office requirements.
- Ensure timely and accurate reporting to the Director on critical operational and strategic matters.

4. Self-Development & Continuous Improvement





- Participate in organizational coaching, training, development programs, and continuous feedback initiatives.
- Continuously develop business, analytical, leadership, communication, and management skills.
- Learn from interactions with senior management and understand the organization’s strategic priorities and objectives.
- Proactively identify opportunities to improve processes, reporting systems, coordination mechanisms, and operational efficiency.

Key Skills Required

- Strategic Planning & Business Operations
- Business & Data Analytics
- MIS & Management Reporting
- Advanced MS Excel and PowerPoint
- Data Management & Interpretation
- Market Research & Business Analysis
- Procurement & Sourcing Coordination
- Annual Operating Plan (AOP) / Annual Procurement Plan (APP)
- Stakeholder Management
- Executive Calendar & Schedule Management
- Project & Action-Point Tracking
- Documentation & Record Management
- Contractual & Compliance Awareness
- Negotiation & Communication Skills
- Time Management & Prioritization
- Strong Follow-up & Coordination Skills
- Confidentiality and Qualified Discretion
- Excellent Written and Verbal Communication

Candidate Profile

- Should have strong analytical and problem-solving abilities with a data-driven approach.
- Should be highly organized, proactive, detail-oriented, and capable of working independently.
- Should be comfortable interacting with senior management and multiple internal and external stakeholders.
- Should have the ability to manage multiple priorities and deliver within tight timelines.
- Should demonstrate strong ownership, accountability, follow-through, and attention to detail.
- Should possess excellent communication, interpersonal, presentation, and negotiation skills.
- Prior experience in Executive Assistance, Business Operations, Strategy, Procurement, MIS, Management Reporting, or a similar role will be preferred.

📌 Chief of Staff Cum Executive Assistant of Chairman (Mumbai)
🏢 Lok Chemicals
📍 Mumbai