Chief Staff

Key Responsibilities

1. Strategic Planning & Business Operations

• Work closely with cross-functional business units to facilitate centralized direct and indirect sourcing and procurement initiatives on behalf of the Director.
• Support the Director with business analysis, data interpretation, research, documentation, and preparation of management reports.
• Collect, collate, analyze, and present departmental MIS on a daily, weekly, and monthly basis as required.
• Prepare concise summaries and highlight key trends, deviations, exceptions, and areas requiring management attention.
• Conduct market research and analytical studies on business, industry, competitor, procurement, and market developments that may impact the organization.
• Keep the Director updated on relevant market trends, business developments, risks, and opportunities.
• Assist in the preparation, facilitation, and implementation of the Annual Procurement Plan (APP) and Annual Operating Plan (AOP).
• Proactively monitor forecasting and planning activities to ensure accuracy, consistency, and alignment with approved business objectives.
• Support the Director in prioritizing strategic issues and ensure effective utilization of the Directors time.
• Review relevant contractual terms, compliance requirements, and regulatory matters and highlight potential business or legal risks for management attention.
• Attend meetings on behalf of the Director when required and effectively communicate the Director’s instructions and decisions to relevant stakeholders.

2. Stakeholder Management

• Build and maintain strong relationships with internal departments, senior management, external stakeholders, vendors, prospective vendors, and business networks on behalf of the Director.
• Coordinate effectively with cross-functional teams to ensure timely execution of decisions and action points.
• Maintain regular communication and provide timely updates to the Director on important developments and pending matters.
• Act as the Director’s key coordination point and ensure seamless flow of information between the Director and stakeholders.
• Maintain the highest level of confidentiality regarding business, financial, operational, and management information.

3. Executive Operations, MIS & Administration

• Maintain an organized filing and documentation system for both physical and electronic records.
• Establish and maintain an effective document, folder, and information management system.
• Manage complex administrative and operational activities requiring independent judgment, initiative, and discretion.
• Effectively manage the Director’s calendar, schedules, meetings, priorities, and time.
• Coordinate executive communications, including calls, emails, correspondence, and stakeholder interactions.
• Follow up on all action items discussed during meetings and maintain updated MIS/action trackers.
• Ensure agreed timelines and milestones are tracked and followed up with respective teams.
• Prepare accurate Minutes of Meetings (MoM) and circulate them to concerned stakeholders within 24 hours of the meeting, as directed by the Director.
• Streamline and standardize MIS formats and templates to support real-time and data-driven decision-making.
• Train or guide relevant teams on MIS formats and reporting processes, wherever required.
• Support budget monitoring, planning, negotiation, organization, reporting, and other executive office requirements.
• Ensure timely and accurate reporting to the Director on critical operational and strategic matters.

4. Self-Development & Continuous Improvement

• Participate in organizational coaching, training, development programs, and continuous feedback initiatives.
• Continuously develop business, analytical, leadership, communication, and management skills.
• Learn from interactions with senior management and understand the organization’s strategic priorities and objectives.
• Proactively identify opportunities to improve processes, reporting systems, coordination mechanisms, and operational efficiency.

Key Skills Required

• Strategic Planning & Business Operations
• Business & Data Analytics
• MIS & Management Reporting
• Advanced MS Excel and PowerPoint
• Data Management & Interpretation
• Market Research & Business Analysis
• Procurement & Sourcing Coordination
• Annual Operating Plan (AOP) / Annual Procurement Plan (APP)
• Stakeholder Management
• Executive Calendar & Schedule Management
• Project & Action-Point Tracking
• Documentation & Record Management
• Contractual & Compliance Awareness
• Negotiation & Communication Skills
• Time Management & Prioritization
• Strong Follow-up & Coordination Skills
• Confidentiality and Professional Discretion
• Excellent Written and Verbal Communication

Candidate Profile

• Should have strong analytical and problem-solving abilities with a data-driven approach.
• Should be highly organized, proactive, detail-oriented, and capable of working independently.
• Should be comfortable interacting with senior management and multiple internal and external stakeholders.
• Should have the ability to manage multiple priorities and deliver within tight timelines.
• Should demonstrate strong ownership, accountability, follow-through, and attention to detail.
• Should possess excellent communication, interpersonal, presentation, and negotiation skills.
• Prior experience in Executive Assistance, Business Operations, Strategy, Procurement, MIS, Management Reporting, or a similar role will be preferred.