Executive Assistant

Job Purpose:

The Executive Assistant (EA) to the MD/CEO will provide high-level administrative, operational, and strategic support to ensure the smooth and efficient functioning of the executive office. The EA will act as a trusted partner to the MD/CEO, managing daily schedules, coordinating internal and external communications, and supporting key business initiatives.

In DPL, this role will also require coordination with production, logistics, sales, procurement, and finance departments to keep the MD/CEO informed and aligned with the company’s operational goals.

Duties & Responsibilities:

1. Executive & Administrative Support21

• Manage the MD/CEO’s calendar, appointments, travel, and meetings.
• Prepare and organize documents, reports, and presentations for management and client meetings.
• Handle confidential correspondence and maintain organized filing systems (both digital and physical).
• Track key operational and financial updates and prepare summaries for the MD/CEO.

2. Meeting & Communication Management

• Coordinate and prepare for internal and external meetings, including management reviews, plant visits, and vendor/client discussions.
• Take accurate meeting minutes, circulate them promptly, and track action points.
• Act as a liaison between the MD/CEO and departmental heads (production, sales, HR, finance, quality control, etc.).
• Facilitate clear and timely communication across departments.

3. Operational Coordination

• Follow up on daily factory and production reports,
• Delivery schedules, and key performance indicators (KPIs).
• Assist in coordinating quality control, compliance, and audit-related documentation as required.
• Assist in preparing business reports, presentations, and data summaries for management review.

4. External Relations

• Communicate professionally with clients, suppliers, and other business partners on behalf of the MD/CEO.
• Organize business travel, plant visits, and client site visits.
• Help manage key relationships with stakeholders and ensure a professional company image

Job Requirements:

Qualifications and Experience

• Education: Bachelor's degree in Business Administration, Management, or a related field.

• Added Advantage: Additional certification in Office Administration, Executive Support, or Project Management will be an advantage

• Experience: Minimum of 5 - 8 years of of progressive experience as an Executive Assistant, Personal Assistant, or Office Manager supporting senior leadership.

• Prior experience in a manufacturing, packaging, or FMCG environment is highly desirable.

• Proven ability to work effectively in fast-paced, deadline-driven operations.

Competencies Skills:

Technical Skills

• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong reporting, documentation, and data analysis skills.
• Excellent written and verbal communication skills.
• Familiarity with ERP systems or corporate reporting software is a plus.

Behavioral Competencies

• High level of integrity, confidentiality, and professionalism.
• Strong organizational and time management abilities.
• Proactive approach with the ability to anticipate needs and solve problems.
• Excellent interpersonal and relationship management skills.
• Ability to multitask and prioritize effectively under pressure.
• Attention to detail and accuracy in all work outputs.