– Executive Assistant to CEO – Factory

Company: SolaireDepartment: Factory / OperationsLocation: Manjeri, Malappuram, KeralaDesignation: Executive Assistant to CEO – FactoryReporting To: CEO – FactoryEmployment Type: Full-time

Job Purpose The Executive Assistant to the CEO – Factory will provide strategic, operational and administrative support to the CEO – Factory, ensuring effective coordination, timely execution and visibility of key factory activities.

The role will act as a central coordination point between the CEO – Factory and various departments, including Production, Quality, Engineering, Purchase, Stores, Finance, HR, Service and Sales.

The position requires a highly organized, proactive and analytical professional who can track priorities, prepare MIS reports, follow up on action items and ensure that management decisions are translated into timely execution.

Key Responsibilities1. CEO – Factory Support

- Provide comprehensive executive support to the CEO – Factory in day-to-day factory operations.
- Manage the CEO – Factory's calendar, meetings, reviews and important commitments.
- Prepare meeting agendas, presentations, briefing notes and required management information.
- Ensure the CEO – Factory is provided with accurate and timely information for decision-making.
- Maintain confidentiality of sensitive business, financial, employee and operational information.
- Anticipate priorities, follow-ups and requirements of the CEO – Factory.

2. Factory Operations Coordination

- Coordinate with Production, Quality, Engineering, Purchase, Stores, Finance and other functions on operational matters.
- Track daily and weekly factory activities against agreed plans.
- Follow up with respective department heads on pending actions and commitments.
- Escalate delays, bottlenecks, quality issues and operational risks to the CEO – Factory.
- Support the CEO – Factory in monitoring overall factory performance.

3. MIS & Management Reporting

- Prepare and maintain daily, weekly and monthly MIS reports for factory operations.
- Consolidate data relating to:
- Production
- Dispatch
- Quality and rejection
- Rework
- Material availability
- Inventory
- Purchase status
- Productivity
- Manpower
- Cost and operational performance
- Develop management dashboards and presentations using Excel and other reporting tools.
- Analyze operational data and highlight important trends, deviations and areas requiring management attention.

4. Meeting & Action-Point Management

- Schedule and coordinate factory management meetings.
- Prepare meeting agendas and supporting documents.
- Record Minutes of Meeting (MoM) and circulate action points.
- Maintain an action tracker with responsible persons and target completion dates.
- Follow up regularly to ensure closure of management decisions.
- Provide pending-action summaries to the CEO – Factory.

5. Production & Planning Coordination

- Coordinate with Production and Planning teams to monitor production schedules.




- Track production targets versus actual achievement.
- Monitor delays, capacity constraints, manpower gaps and material shortages.
- Follow up on critical production priorities and customer commitments.
- Support the CEO – Factory in identifying operational bottlenecks and improvement opportunities.

6. Purchase, Stores & Material Coordination

- Follow up with Purchase and Stores teams regarding critical material requirements.
- Monitor material availability against production plans.
- Track pending purchase orders and expected delivery dates.
- Highlight material shortages that may impact production.
- Assist in coordinating urgent procurement requirements with relevant departments.

7. Quality & Process Coordination

- Monitor quality-related reports and major production quality issues.
- Track rejection, rework, NCR and CAPA status.
- Coordinate with Quality and Production teams for closure of critical issues.
- Ensure important quality concerns are escalated to the CEO – Factory.
- Support implementation and monitoring of process-improvement initiatives.

8. Project & Special Assignment Support

- Support the CEO – Factory in strategic projects, factory expansion and operational improvement initiatives.
- Coordinate cross-functional projects assigned by the CEO – Factory.
- Prepare project trackers, status reports and presentations.
- Monitor timelines, milestones and deliverables.
- Ensure timely follow-up with stakeholders until completion.

9. Communication & Coordination

- Act as an effective communication bridge between the CEO – Factory and internal teams.
- Coordinate with department heads and key stakeholders on management instructions.
- Ensure important decisions and instructions are communicated accurately.
- Maintain professionalism in all internal and external communications.
- Support coordination with vendors, customers, consultants and other external stakeholders when required.

10. Documentation & Records

- Maintain confidential management documents, reports, presentations and factory records.
- Organize important operational data and documents for quick retrieval.
- Maintain trackers for projects, action items, approvals and key management decisions.
- Ensure proper version control of important reports and presentations.

11. Confidentiality & Governance

- Handle sensitive information relating to business performance, pricing, costs, employees, customers, vendors and strategic plans.
- Maintain strict confidentiality of CEO – Factory and management-level information.
- Exercise discretion while communicating with internal and external stakeholders.




- Ensure that confidential documents and communications are appropriately managed.

Key Performance Indicators (KPIs)

- Timeliness and accuracy of MIS reports
- Closure rate of management action points
- Follow-up effectiveness and pending-action reduction
- Accuracy of factory performance dashboards
- Timely coordination of management meetings
- Production-plan tracking accuracy
- Timely escalation of operational risks
- Project milestone and deadline adherence
- Quality and completeness of management documentation
- Overall effectiveness of support provided to CEO – Factory

Educational Qualification

Preferred:

- Bachelor's degree in Business Administration, Commerce, Operations, Management or a related discipline.
- MBA / PG qualification in Operations, Finance, Business Management or HR will be an advantage.

Experience

- 1–2 years of experience as an Executive Assistant, Management Coordinator, Operations Coordinator, Business Analyst or similar role.
- Experience supporting a CXO or senior management is preferred.
- Experience in manufacturing, engineering, KPO/BPO will be an advantage.

Technical Skills

- Excellent MS Excel skills, including reporting and data analysis.
- Strong PowerPoint and presentation skills.
- Good knowledge of MS Office / Google Workspace.
- Experience with ERP / HRMS / manufacturing systems will be an advantage.
- Ability to prepare MIS dashboards and management reports.
- Strong documentation and data-management skills.

Core Competencies

- Exceptional organizational and coordination skills
- Strong follow-up and execution ability
- Analytical and problem-solving mindset
- Excellent written and verbal communication
- High level of confidentiality and discretion
- Strong attention to detail
- Ability to prioritize multiple tasks
- Proactive and ownership-driven approach
- Ability to work under pressure and meet deadlines
- Professional maturity and interpersonal skills
- Strong ability to work with senior management and department heads

Role Expectations The Executive Assistant to CEO – Factory is expected to go beyond traditional administrative support and function as a management coordination and execution partner to the CEO – Factory. The individual should be capable of understanding business priorities, identifying pending actions, following up with responsible teams, preparing meaningful MIS and ensuring that management decisions are converted into measurable actions and timely results.

Ideal Candidate Profile The ideal candidate should be:

Organized + Analytical + Proactive + Confidential + Strong in Follow-up + Business-oriented + Execution-focused.

This role is particularly suitable for a professional who wants to develop strong exposure to factory operations, manufacturing management, business MIS and senior leadership decision-making.

Pay: ₹14,577.06 - ₹18,000.00 per month

Perks

- Food provided
- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Executive Assistant to CEO Factory (Manjeri)
🏢 Lagnuvo
📍 Manjeri