Company Overview
Our client is one of India's leading pharmaceutical machinery manufacturers, headquartered in Ahmedabad, Gujarat. Established in 2004, the company designs, manufactures, and exports a comprehensive range of process equipment for the pharmaceutical, nutraceutical, chemical, and food industries. With over 1,000 machines installed across 65+ countries and a 10,000 m² manufacturing facility, the company serves 800+ global clients with solutions spanning granulation, drying, mixing, milling, tabletting, coating, pelletizing, material conveying, CIP/WIP washing systems, and process automation.
Role Summary
The Chief of Staff will serve as the primary point of support and coordination for the Managing Director, acting as a trusted executive partner across all areas of the business. This is a high-impact, high-visibility role that demands strategic thinking, flawless communication, cross-functional leadership, and the ability to operate effectively at every level of the organisation. The ideal candidate will bring structure, clarity, and momentum to the Director's office while ensuring that business priorities are driven forward with precision and accountability.
The ideal candidate combines intellectual rigour with hands-on execution capability — equally comfortable preparing a Board-level strategy document as they are coordinating a same-day logistics requirement. This is a role for someone who takes complete ownership, operates without being asked, and consistently delivers to the highest standard.
Key Responsibilities
Executive Support & Personal Assistance
- Manage the Managing Director's schedule, correspondence, travel, and day-to-day priorities with complete efficiency and foresight.
- Prepare briefing notes, meeting agendas, presentations, and executive summaries ahead of key engagements and leadership reviews.
- Draft and manage professional communications — emails, letters, and reports — on behalf of the Director with precision and appropriate tone.
- Handle sensitive and confidential information with the highest degree of discretion, professionalism, and integrity at all times.
- Anticipate the Director's requirements and act proactively to address them before they arise, reducing friction at every level.
Coordination & Cross-Departmental Leadership
- Act as the primary coordination link between the Director's office and all internal departments — Production, Quality, Sales, Finance, HR, and R&D.
- Drive inter-departmental initiatives, ensuring alignment, accountability, and timely execution across all functions and business units.
- Translate strategic directives from the Director into actionable plans and follow through with all stakeholders until successful completion.
- Identify and resolve inter-departmental bottlenecks and communication gaps swiftly, escalating to leadership only when necessary.
- Establish structured reporting cadences and internal communications frameworks to improve organisational visibility and coordination.
Strategic Analysis & Reporting
- Analyse business data, operational performance, and market intelligence to support the Director's decision-making with accurate, timely inputs.
- Prepare clear, structured reports and presentations for internal leadership reviews and external stakeholder meetings.
- Conduct research on regulatory developments, industry trends, and the competitive landscape relevant to the pharma machinery sector.
- Monitor key business metrics across departments and proactively flag areas requiring leadership attention or intervention.
- Identify areas for process improvement across the organisation and present data-backed recommendations to leadership.
Stakeholder & Relationship Management
- Build and maintain strong, professional relationships across all levels — internal teams, clients, vendors, and international partners.
- Represent the Director at meetings, client visits, and industry engagements when required, upholding the organisation's standards.
- Manage visitor engagements including factory tours, client presentations, and business delegations with professionalism and attention to detail.
- Serve as a trusted and reliable point of contact for senior stakeholders requiring access to or coordination with the Director's office.
Travel, Events & Logistics
- Coordinate all travel logistics — itineraries, visas, accommodation, and on-ground arrangements — for the Director and leadership team.
- Accompany the Director on domestic and international business trips as required, providing real-time support and coordination throughout.
- Organise and manage company events, industry exhibitions, and client visits end to end, ensuring seamless and professional execution.
- Maintain awareness of international business protocols, cultural sensitivities, and compliance requirements relevant to overseas travel.
Project Management & Follow-Through
- Own the tracking and follow-up of all action items arising from leadership meetings — ensuring nothing falls through the cracks or is delayed.
- Lead special projects and strategic initiatives from planning through to successful delivery within agreed timelines and quality standards.
- Establish systems, tools, and processes that enhance organisational productivity, communication, and cross-functional accountability.
- Maintain comprehensive project documentation and provide regular, structured status updates to the Director and relevant stakeholders.
Ownership Mindset — A Critical Expectation
The Chief of Staff at Prism Pharma Machinery is expected to embody a leadership philosophy grounded in ownership, adaptability, and zero hierarchy when it comes to execution. We are a dynamic, fast-paced manufacturing environment, and this role demands someone who measures their contribution by outcomes — not by job title or designation.
The right candidate will not distinguish between tasks that are above or below their level. Whether the moment calls for presenting a business strategy to international clients or arranging logistics for a same-day shipment — this person steps in without hesitation, takes complete ownership, and ensures the job is done to the highest standard. Titles define authority; character defines impact. We seek the latter.
This quality — the willingness to roll up one's sleeves at any level, at any time, without it needing to be asked — is not just appreciated here. It is non-negotiable.
Qualifications & Requirements
Experience
- 3–7 years of progressive experience in a Chief of Staff, senior executive coordination, business leadership, or strategic management role.
- Proven track record of managing complex, multi-stakeholder environments with competing priorities and tight deadlines, delivering consistent results.
- Prior exposure to manufacturing, pharmaceutical, or industrial sectors is a distinct advantage in understanding the operating context.
- Demonstrated experience in project management, cross-functional coordination, stakeholder communication, and executive-level reporting.
- Experience supporting C-suite or Board-level leadership in a fast-paced, growth-oriented business environment, ideally in a manufacturing context.
Education
- Bachelor's degree in Business Administration, Engineering, or a related discipline — mandatory.
- MBA or equivalent postgraduate qualification is preferred and will be an advantage in assessment.
- Additional certifications in project management (PMP, PRINCE2), business analytics, or executive leadership development are desirable.
Core Competencies
- Exceptional organisational ability with the capacity to manage multiple high-priority tasks simultaneously without compromising quality or focus.
- Sharp analytical and problem-solving skills — comfortable working with data, structured reports, and complex strategic planning exercises.
- High emotional intelligence with the ability to build trust, rapport, and credibility across all levels and functions of the organisation.
- Strong leadership presence with the ability to influence, align, and coordinate across teams without holding direct line authority.
- Ability to perform calmly, decisively, and effectively under sustained pressure, ambiguity, and tight deadlines.
- Deep commitment to confidentiality, integrity, and professional ethics in all dealings, internal and external.
Preferred Attributes
- Prior experience in the pharmaceutical machinery, capital equipment, process engineering, or heavy engineering manufacturing sector.
- Exposure to international business operations, cross-border coordination, or global client and partner management.
- Familiarity with the Ahmedabad / Gujarat business ecosystem, industrial landscape, and professional networks.
- Fluency in English is mandatory; Hindi is strongly preferred for internal coordination. Knowledge of Gujarati is an added advantage.
- Willing and enthusiastic about domestic and international travel as business demands dictate throughout the year.
- Driven by results and impact — someone who is never limited by what is formally listed in the job description.
Compensation & Benefits
The compensation for this position will be competitive and attractive, commensurate with qualifications, experience, and current compensation.
Performance-linked incentive / annual bonus tied to individual contribution metrics, strategic delivery, and organisational objectives.
International exposure through travel and direct engagement with global clients, partners, and business delegations.
Direct access to senior leadership and a front-row seat to global business strategy and organisational decision-making.
Long-term career growth into broader strategic, operational, or leadership roles as the organisation expands.
Professional development support including relevant certifications, industry events, and executive leadership programmes.
Contact Details
Contact: Neethu Narambrath
Email: [Confidential Information]
Phone: +91 6282-377780
Website: www.prismpharmamachinery.com
