(Plant Operation Department)
Role Scope: Executive Assistant to Plant Head – Plant Operation
Department: Plant Operation
Location: Meghalaya (Cement Plant)
Experience: 2–3 Years
Qualification: Graduate in any discipline (MBA/PG Diploma in Management preferred)
The Executive Assistant to the Plant Head will be responsible for providing comprehensive administrative, coordination, documentation, and communication support to the Plant Head. The role involves managing schedules, meetings, reports, follow-ups, correspondence, and coordination with various plant departments to ensure smooth and efficient plant operations.
The position requires strong organizational skills, confidentiality, communication ability, and the capability to coordinate multiple activities and priorities in a fast-paced cement plant environment.
Manage the Plant Head’s calendar, appointments, meetings, and daily schedule.
Coordinate internal and external meetings and ensure timely communication to concerned stakeholders.
Prepare meeting agendas, presentations, minutes of meetings (MoM), and action trackers.
Maintain and organize important documents, records, and confidential information.
Handle official correspondence, emails, letters, and communications on behalf of the Plant Head.
Coordinate with Process & Production, Mechanical, Electrical, Quality Control, E&I, Mines, HR, Administration, and other departments.
Collect required operational updates, reports, and information from department heads.
Follow up with concerned departments on pending activities and action points.
Facilitate smooth communication between the Plant Head and various functional teams.
Support coordination of plant-level meetings and operational reviews.
Prepare and consolidate daily, weekly, and monthly reports for Plant Head review.
Maintain MIS reports, dashboards, trackers, and action-point status.
Compile operational, production, maintenance, quality, safety, and other departmental updates as required.
Ensure timely submission and accurate presentation of reports.
Maintain proper records of meetings, decisions, action items, and follow-ups.
Schedule and coordinate plant review meetings, departmental meetings, and management discussions.
Prepare and circulate meeting agendas and relevant documents.
Record Minutes of Meetings and communicate action points to concerned departments.
Track closure of action items and provide regular follow-up updates to the Plant Head.
Highlight pending, delayed, or critical activities requiring management attention.
Assist the Plant Head in monitoring key operational activities and departmental priorities.
Collect and organize information related to production, maintenance, quality, safety, manpower, and plant performance.
Support preparation for plant visits, audits, management reviews, and official inspections.
Coordinate logistics and administrative arrangements for visitors, senior management, and official meetings.
Maintain confidentiality of plant information, management discussions, and business-related documents.
Follow all plant safety guidelines and organizational policies while working within the plant premises.
Support documentation and coordination related to safety meetings and compliance activities.
Ensure proper maintenance of records required for management reviews and audits.
Report any critical communication, compliance issue, or deviation to the Plant Head promptly.
Effective management of Plant Head’s schedule and priorities.
Timely coordination with plant departments and stakeholders.
Smooth execution of meetings and official activities.
Accurate and timely preparation of reports and MIS.
Availability of relevant information for management review and decision-making.
Proper maintenance of records and documentation.
Timely follow-up and closure of departmental action points.
Regular tracking and reporting of pending activities.
Effective escalation of critical or delayed matters.
Clear and effective communication with internal and external stakeholders.
Proper handling of confidential information and management documents.
Timely dissemination of official communication and instructions.
Good knowledge of MS Office, particularly MS Excel, Word, and PowerPoint.
Strong skills in preparing MIS reports, presentations, trackers, and management reports.
Good documentation and record-management skills.
Ability to prepare professional Minutes of Meetings (MoM) and action trackers.
Basic understanding of cement plant operations and various plant functions is preferred.
Strong email drafting and professional communication skills.
Ability to manage multiple tasks, priorities, and deadlines effectively.
Strong organizational and time-management skills.
Excellent communication and coordination skills.
High level of confidentiality and professional integrity.
Strong follow-up and execution ability.
Good analytical and problem-solving skills.
Proactive approach with attention to detail.
Ability to work under pressure and manage multiple priorities.
Professional and positive attitude.
Ability to interact effectively with senior management and cross-functional teams.
Executive Assistant to Plant Head → Senior Executive / Executive Assistant → Manager – Administration / Plant Coordination → Senior Manager / Functional Leadership Role