EA to MD

Job Description – Executive Assistant to Managing Director

Company: Nitika Pharmaceutical Specialties Pvt. Ltd.
Location: Nagpur
Department: MD Office (CEO Team)
Reporting To: Managing Director

Key Responsibilities

Category

Responsibilities / Requirements

MD Office Coordination

• Act as the central coordination point between the MD and all departments.• Track MD instructions, priorities, commitments, and pending actions.• Ensure timely communication, follow-up, and closure of assigned tasks.

Meeting Management

• Schedule and coordinate management, departmental, and project meetings as per predefined schedules.• Prepare agendas and collect required reports/data from departments before meetings.• Ensure concerned participants are prepared with required updates before meetings.

Minutes of Meeting (MOM)

• Prepare clear and professional MOMs.• Capture key decisions, action points, responsible owners, and target dates.• Circulate MOMs and maintain proper records.

MOM & Action Tracking

• Maintain a consolidated action tracker.• Follow up with HODs, Plant Heads, Business Heads, and Managers.• Track completed, pending, delayed, and dependency-based actions.• Escalate critical delays and unresolved matters to the MD.

Cross-Functional Coordination

• Coordinate with Production, QA, QC, Engineering, Projects, Purchase, Finance, Sales, HR, EHS, PPIC, Stores, Dispatch, and other departments.• Ensure interdepartmental dependencies and bottlenecks are resolved.• Drive task closure through effective managerial follow-up, even without direct reporting authority.

Daily MD Report

• Prepare a daily consolidated report covering the performance crux of all departments.• Highlight key achievements, delays, risks, deviations, critical issues, and decisions required.• Provide concise, decision-ready information instead of forwarding raw departmental reports.

Performance Monitoring

• Track Target vs Actual, Plan vs Achievement, departmental KPIs, and commitments.• Highlight major performance gaps, deviations, and overdue actions.• Support weekly, monthly, quarterly, and other management review meetings.

Follow-Up & Closure

• Maintain MD follow-up and priority lists.• Follow up proactively before deadlines and obtain clear commitment dates.• Ensure tasks are closed only after proper completion and validation.

Executive Communication

• Draft professional emails, letters, reminders, management communications, and follow-ups.• Coordinate communication with internal and external stakeholders.• Ensure important communications and MD instructions are properly communicated and followed up.• Maintain confidentiality of sensitive management matters.

Calendar & Schedule Management

• Manage MD's appointments, meetings, reviews, travel, and important commitments.• Prioritize schedules, avoid conflicts, and ensure preparedness for important meetings.

Special Projects

• Coordinate strategic and special projects assigned by the MD.• Track milestones, timelines, dependencies, responsible owners, and deliverables.• Provide periodic progress updates to the MD.

Mandatory Experience

Category

Requirements

Relevant Experience

• Prior experience as Executive Assistant to MD / Director / Chairman / CXO.• MD Office / CEO Office Executive experience.

Practical Exposure

• MOM preparation and action tracking.• Management-level meeting coordination.• Cross-functional departmental coordination and follow-up.• Daily management reporting.• Executive communication.• Action tracker management and task closure.• Senior management coordination.

Mandatory Requirement

• EA-level work experience supporting senior management is mandatory.

Preferred Experience

Category

Requirements

Experience Range

• 7–12 years of relevant experience.

Industry Exposure

• Experience in Pharma, Manufacturing, Chemicals, FMCG, Engineering, or Process Industries preferred.

Management Exposure

• Experience working directly with senior management, directors, or promoters will be an advantage.