JD – Personal Assistant to Plant Head
Position: Personal Assistant (PA) to Plant Head
Department: Plant Administration / Operations
Reporting To: Plant Head
Location: Manufacturing Plant
Purpose of the Role
To provide comprehensive administrative, coordination, reporting, and operational support to the Plant Head. The role involves managing schedules, preparing MIS reports, tracking plant performance, coordinating with cross-functional teams, and ensuring timely closure of action items to support smooth plant operations.
Key Responsibilities
- Executive Support
- Manage the Plant Head's calendar, appointments, meetings, and travel schedules.
- Organize and coordinate internal and external meetings.
- Prepare meeting agendas, presentations, and Minutes of Meetings (MOM).
- Maintain confidential records, reports, and correspondence.
- MIS & Reporting
- Prepare Daily, Weekly, and Monthly MIS reports related to Production, Quality, Maintenance, Safety, and Inventory.
- Consolidate plant performance data and prepare management dashboards.
- Monitor key plant KPIs and provide timely updates to the Plant Head.
- Generate and analyze reports from ERP/SAP systems.
Coordination & Follow-up
- Coordinate with Production, Quality, Maintenance, Stores, Planning, HR, Finance, and EHS departments.
- Track action items assigned during meetings and ensure timely closure.
- Follow up with department heads on pending tasks and commitments.
- Facilitate communication between the Plant Head and various stakeholders.
- Data Analysis & Documentation
- Analyze operational data and highlight trends, deviations, and improvement opportunities.
- Prepare management presentations and review documents.
- Maintain records of audits, reviews, CAPA, and improvement projects.
- Ensure proper documentation and filing of critical plant information.
- Plant Performance Monitoring
- Track production targets, quality performance, machine uptime, inventory levels, and safety indicators.
- Support the Plant Head in reviewing operational performance.
- Escalate critical issues requiring management attention.
- Audit & Compliance Support
- Support internal, external, customer, and certification audits.
- Coordinate documentation required for audits and management reviews.
- Ensure timely submission of reports and compliance-related information.
- Key Performance Indicators (KPIs)
- Accuracy and Timeliness of MIS Reports.
- Closure Rate of Action Items.
- Effectiveness of Interdepartmental Coordination.
- Timely Preparation of Management Reports and Presentations.
- Data Accuracy and Documentation Compliance.
- Support Provided for Management Reviews and Audits.
Qualification
B.E./B.Tech in any discipline or equivalent.
MBA (Operations/Management) preferred.
Experience
3–8 years of experience as Executive Assistant, Personal Assistant, MIS Executive, Management Coordinator, or a similar role in a manufacturing environment.
Required Skills
- Advanced MS Excel, PowerPoint, and Word.
- ERP/SAP knowledge.
- MIS Reporting and Data Analysis.
- Strong Communication and Presentation Skills.
- Excellent Follow-up and Coordination Ability.
- Documentation and Record Management.
- Time Management and Multitasking.
- Problem Solving and Analytical Thinking.
- Ability to handle confidential information professionally.
- Competencies
- High level of ownership and accountability.
- Strong organizational and planning skills.
- Detail-oriented and data-driven approach.
- Professional communication and interpersonal skills.
- Ability to work under pressure and meet deadlines.
- Strong coordination and stakeholder management capabilities.
