Executive Assistant to COO

Job Description

Role: Executive Assistant (EA) to COO (Chief Operating Officer)

Educational Qualification: Graduate; MBA / Business Administration qualification preferred

Years of Experience: 5 –10 years

About Us:

DDE is a leading manufacturer specializing in state-of-the-art equipment and systems for the pharmaceutical industry. We focus on innovation, quality, and efficiency to support our clients in supplying capital equipment's for Sterile Formulation, Vaccines/ Injectables domain, in compliance with regulatory authorities. Join a dynamic team committed to pioneering excellence in manufacturing for pharmaceutical facilities.

We offer a collaborative work environment, opportunities for professional growth, and a commitment to innovation and quality.

Role Summary:

We are looking for a mature, organized, and proactive Executive Assistant to support the Chief Operating Officer. The person will work closely with the COO on daily coordination, MIS, meeting preparation, action tracking, internal follow-ups, documentation, and cross-functional communication. This is not a routine secretarial role.

The candidate must be capable of working as an extension of the COO's office, ensuring that key operational priorities are tracked, followed up, and closed on time

Key Responsibilities:

1. COO Office Coordination:

Manage the COO's calendar, meetings, calls, appointments, and travel schedule. Ensure the COO is prepared for meetings with relevant data, reports, and documents. Coordinate with internal departments, customers, vendors, and senior management as required. Handle confidential business and employee-related information with complete discretion.

2. Meeting Management & Follow-up:

Prepare meeting agendas, minutes of meetings and action trackers. Follow up with department heads on pending action points. Track deadlines, commitments, escalations, and review points. Provide timely updates to the COO on progress, delays, and critical issues

3. MIS, Reports & Presentations:

Prepare daily, weekly and monthly MIS reports. Compile data from Projects, Production, Procurement, Quality, Stores, HR, Finance and Sales teams. Prepare PowerPoint presentations, review decks and dashboards. Highlight gaps, delays, risks and deviations for COO review.

4. Cross-functional Operational Support:

Coordinate with plant, project, commercial and support teams for business priorities. Track production schedules, project timelines, customer commitments and internal deliverables. Support COO-led business review meetings and project review meetings. Escalate bottlenecks and pending matters in a structured manner.

5. Communication & Documentation:

Draft emails, letters, internal notes and formal communication on behalf of the COO. Maintain records of MOMs, approvals, reports, trackers and correspondence. Ensure proper documentation and easy retrieval of important information. Support preparation of SOPs, review notes and process documents when required.

6. Travel & Visit Coordination:

Coordinate travel bookings, hotel arrangements and visit schedules. Organize customer visits, vendor meetings, factory visits, and management meetings. Ensure logistics, meeting rooms, presentations, and hospitality arrangements are in place.

Mandatory Skills:

Calendar and meeting management.

Minutes of meeting preparation.

Action tracker maintenance.

MIS reporting.

Excel and PowerPoint proficiency.

Email drafting.

Interdepartmental coordination.

Follow-up discipline.

Confidentiality and professional maturity.

Preferred Experience:

Previous experience as EA to COO, CEO, MD, Director, Plant Head or Business Head. Experience in manufacturing, pharma, engineering, EPC, projects or industrial companies. Exposure to operations, production, procurement, project reviews or business MIS. Experience working directly with senior leadership.

Key Performance Indicators:

Timely preparation of MIS and review documents.

Accuracy of reports and data consolidation.

Closure of COO action points within defined timelines.

Quality of meeting coordination and MOM preparation.

Effectiveness of follow-up with department heads.

Confidentiality and professionalism.

Ability to reduce operational gaps through structured tracking.