Job Purpose

To provide efficient and responsive executive, administrative, organizational, coordination and logistical support to the Unit Head, enabling effective management of priorities, time, information and key business activities. The role will facilitate seamless coordination between the Unit Head and various functional heads/stakeholders and ensure timely follow-up and closure of key actions and initiatives.

- Ensuring timely, accurate and high-quality executive support to the Unit Head amidst multiple priorities and frequent changes in schedules.
- Effectively managing the Unit Head's calendar, meetings, reviews, travel and critical engagements.
- Tracking and following up on key decisions, action points, approvals and commitments to ensure timely closure.
- Managing large volumes of information, correspondence and reports and ensuring that the Unit Head receives the right information at the right time.
- Coordinating and monitoring CAPEX projects by tracking project progress, key milestones, approvals, expenditure and action points, and ensuring timely follow-up with respective functions/stakeholders.
- Maintaining high standards of confidentiality, organization and professional discipline while coordinating with multiple functions and stakeholders.

KRA – AccountabilitiesSupporting Actions
KRA 1 – Executive & Calendar Management1. Manage the Unit Head's calendar, appointments, meetings and commitments. 2. Prioritize meetings and engagements based on business requirements. 3. Monitor emails, highlight important/urgent matters and ensure appropriate follow-up. 4. Prepare daily/weekly schedules and ensure availability of required documents and information. 5. Coordinate travel,



accommodation and other logistical requirements. 6. Anticipate requirements and proactively resolve scheduling or coordination issues.
KRA 2 – Management Meeting & Review Coordination1. Coordinate Unit-level review meetings, functional reviews and management meetings. 2. Prepare meeting agendas, presentations, MIS and supporting documents in coordination with concerned functions. 3. Record and circulate Minutes of Meetings (MoMs), wherever required. 4. Maintain action trackers and follow up with respective stakeholders for timely closure. 5. Highlight pending/overdue actions to the Unit Head.
KRA 3 – MIS, Information & Business Support1. Collect and consolidate information/data from various functions for Unit Head reviews. 2. Prepare MIS, dashboards, reports and presentations as required. 3. Maintain an organized repository of key reports, presentations and management information. 4. Support preparation of business review materials and leadership presentations. 5. Conduct basic data analysis/research to support the Unit Head in decision-making.
KRA 4 – Cross-Functional Coordination & Follow-up1. Coordinate with HR, Operations, Maintenance, EHS, Finance, Commercial, Projects and other functions. 2.



Communicate and follow up on instructions/decisions of the Unit Head with concerned stakeholders. 3. Track key Unit initiatives, projects and commitments. 4. Ensure timely escalation of critical delays or pending actions. 5. Facilitate smooth flow of information between the Unit Head's office and functional teams.
KRA 5 – Stakeholder & Visit Management1. Coordinate visits and meetings involving senior management, customers, auditors, consultants and other external stakeholders. 2. Prepare visit schedules, briefing notes and required presentations. 3. Coordinate meeting rooms, hospitality, travel and other logistical arrangements. 4. Ensure professional handling and coordination of guests and stakeholders.
KRA 6 – Documentation, Confidentiality & Office Management1. Maintain systematic physical and electronic records of important documents and correspondence. 2. Ensure quick retrieval of required information whenever needed. 3. Maintain confidentiality of sensitive business and leadership information. 4. Maintain 5S and professional standards in the Unit Head's office. 5. Ensure appropriate control and documentation of important communications and approvals.
KRA 7 – Special Projects & Other Responsibilities1. Support the Unit Head in special projects, business initiatives and organizational priorities. 2. Take up specific assignments and ensure timely completion. 3. Support preparation of communications, notes and presentations on behalf of the Unit Head. 4. Maintain awareness of Health, Safety, Environment, Dignity & Diversity standards. 5. Demonstrate professionalism, discretion, ownership and ability to work under pressure.

📌 Executive Assistant to Unit Head-GCA Karwar (Karnataka)
🏢 Financial services
📍 Karnataka