Roles and Responsibilities :

1. Calendar &

- Meeting Management

- Manage HOD's calendar, appointments, meetings, and priorities.

- Schedule internal and external meetings and ensure timely communication.

- Prepare meeting agendas, presentations, and supporting documents.

- Record Minutes of Meeting (MoM) and maintain an Action Tracker with owners and timelines.

- Follow up on pending actions and highlight delays/escalations to the HOD.

2. MIS &

- Performance Tracking

- Prepare and consolidate periodic MIS, dashboards and reports for the HOD.

- Track department KPIs, targets, achievements and action plans.

- Collect data from relevant stakeholders and ensure accuracy and timely submission.

- Prepare management presentations and review decks.

- Maintain a monthly HOD Review Dashboard.

3. Follow-up &

- Execution Support

- Track key initiatives and projects assigned to the department.

- Coordinate with HOD's direct reports and cross-functional stakeholders.

- Follow up on commitments made during meetings and reviews.

- Maintain a Priority / Action / Escalation Tracker.

- Proactively remind stakeholders about critical deadlines.

4. Communication &

- Correspondence

- Draft routine emails, notes, letters, presentations and internal communications on behalf of the HOD.

- Manage correspondence and ensure timely responses.

- Maintain confidentiality of sensitive business and employee information.

- Coordinate communication between the HOD and internal/external stakeholders.

5. Documentation &

- Records





- Maintain organised records of reports, presentations, meeting minutes and significant correspondence.

- Ensure easy retrieval of critical documents.

- Maintain department SOPs, trackers and review records.

- Support audit and compliance-related documentation wherever required.

6. Business &

- Department Coordination

- Coordinate with HR, Finance, Procurement, Operations, Sales, Quality, IT and other functions as required.

- Support preparation for management reviews, customer meetings, audits and leadership meetings.

- Assist the HOD in monitoring department priorities and key deliverables.

- Support special projects and assignments entrusted by the HOD.

7. Travel &

- Event Coordination

- Coordinate travel arrangements, accommodation, meetings and itineraries for the HOD.

- Support planning of conferences, workshops, customer/leadership visits and departmental events.

8. Confidentiality &

- Professional Conduct

- Handle confidential information with a high degree of discretion.

- Maintain professional communication with senior leaders and stakeholders.

- Demonstrate maturity, ownership and sound judgement while representing the HOD's office.

Job Requirements :

- 2-3 years of experience as an Executive Assistant or similar role.

- Excellent business acumen and ability to understand company goals.

- Proficiency in fixing appointments, managing calendars using MOM software (e.g. Outlook).

- Strong with collaboration &
- Interpersonal Skill

📌 Executive Assistant (Mumbai)
🏢 All Time Plastics
📍 Mumbai