Executive Assistant to Managing Director

Executive Assistant to Managing Director – Strategy, Sourcing, Production & Manufacturing
Company: BIBA Fashion Limited
Location: Gurgaon
Reporting To: Managing Director
Function: MD’s Office / Strategy
Role Level: Manager / Senior Manager, depending on experience
Role Purpose
BIBA Fashion Limited is looking for a high-calibre professional to work closely with the Managing Director and support the strategic agenda across Sourcing, Production, Manufacturing and Supply Chain-related operations.
This is not a conventional Executive Assistant role. The incumbent will operate as part of the MD’s Office, working as a strategy and execution partner to the Managing Director. The role will involve business analysis, strategic planning, project management, performance reviews and driving cross-functional initiatives across the sourcing and manufacturing ecosystem.
The individual will work closely with the MD as well as senior leaders across Sourcing, Production, Manufacturing, Quality, Supply Chain, Finance, Merchandising and related functions to ensure that strategic priorities are translated into measurable business outcomes.
Key Responsibilities
1. Strategy & Business Planning
Partner with the Managing Director in developing the strategic roadmap for Sourcing, Production and Manufacturing.
Evaluate opportunities to improve sourcing competitiveness, manufacturing productivity, cost structures, quality and overall supply-chain efficiency.
Conduct detailed business analysis and identify opportunities for cost optimisation, productivity enhancement, lead-time reduction and capacity improvement.
Support annual and long-term operating plans for the respective functions.
Benchmark BIBA's sourcing and manufacturing practices against industry best practices and leading apparel organisations.
Develop business cases and recommendations for new initiatives, investments, manufacturing models and strategic partnerships.
2. Sourcing Strategy
Analyse sourcing performance across vendors, product categories, geographies and manufacturing locations.
Support development of an optimum vendor and sourcing strategy based on cost, capability, quality, capacity, lead time and reliability.
Analyse vendor concentration and identify opportunities for vendor consolidation, development or diversification.
Track fabric, trims, garment and conversion costs and identify opportunities for cost reduction.
Develop sourcing dashboards covering key business metrics such as:
Cost
Lead time
Vendor performance
Capacity
OTIF
Quality
Order fulfilment
Work with sourcing teams on strategic vendor negotiations and performance improvement initiatives.
3. Production & Manufacturing Strategy
Work closely with Production and Manufacturing teams to review:
Capacity utilisation
Production efficiency
Line productivity
Manpower productivity
Production planning
WIP
Rejection and alteration
Quality
Cost per piece
Production adherence
Dispatch adherence
Identify operational bottlenecks and drive structured improvement initiatives.
Support productivity enhancement through improved planning, processes, automation, technology and manpower deployment.
Evaluate Make vs Buy / In-house vs Outsourcing opportunities.
Review manufacturing capacity requirements against future business growth plans.
Support development of factory expansion, productivity and manufacturing excellence plans.
4. MD Reviews & Management Governance
Establish a structured review mechanism for Sourcing, Production and Manufacturing.
Prepare data-driven presentations, dashboards and decision papers for the Managing Director.
Coordinate weekly/monthly business reviews with respective functional heads.
Track key decisions, actions, owners and timelines emerging from MD reviews.
Follow up with respective stakeholders to ensure closure of agreed actions.
Highlight delays, risks and deviations proactively to the Managing Director.
Convert large volumes of operational data into concise management insights and actionable recommendations.
5. Strategic Projects / PMO
Act as the MD Office PMO for identified strategic projects, including areas such as:
Manufacturing productivity
Cost reduction
Vendor optimisation
Capacity planning
Supply-chain improvement
Lead-time reduction
Quality improvement
Factory performance
Operational excellence
Automation
Technology implementation
New manufacturing initiatives
Strategic sourcing initiatives
For each project, establish:
Clear objective
Baseline
Target
Project owner
Milestones
Timelines
Financial impact
Progress tracking
Closure mechanism
6. Cost & Financial Analytics
Work closely with Finance and Operations teams to understand the financial impact of sourcing and manufacturing decisions.
Product costing
Material costs
Conversion costs
Manufacturing overheads
Productivity impact
Vendor economics
Factory economics
Identify opportunities for structural cost reduction without compromising quality or customer proposition.
Track financial benefits arising from strategic initiatives.
7. Data Analytics & Decision Support
Develop comprehensive MIS and dashboards for the MD covering:
Sourcing cost trends
Vendor performance
Production performance
Manufacturing efficiency
Capacity utilisation
Productivity
Quality
OTIF
Lead times
Cost per piece
Plan vs Actual production
Factory manpower
Inventory / WIP
Strategic project progress
The role should move beyond reporting numbers and provide clear answers to:
What has happened?
Why has it happened?
What is the business impact?
What corrective action is required?
8. Cross-Functional Coordination
Work closely with:
Managing Director
Sourcing
Production
Manufacturing
Quality
Merchandising
Design
Supply Chain
Finance
Drive cross-functional alignment and ensure critical business decisions are implemented within agreed timelines.
Key Performance Indicators
Performance will be evaluated on parameters including:
Improvement in sourcing cost competitiveness
Manufacturing productivity improvement
Reduction in production lead time
Production plan adherence
Capacity utilisation
Improvement in OTIF
Reduction in rejection / alteration
Improvement in vendor performance
Identified and delivered cost savings
Closure of MD action points
Timely implementation of strategic projects
Quality of business analysis and recommendations
Effectiveness of management dashboards and review mechanisms
Candidate Profile
Education
Preferred qualifications:
MBA / PGDM from a reputed institution
Engineering + MBA would be advantageous
Candidates with exposure to Operations, Supply Chain, Apparel Manufacturing or Strategy will be preferred
Experience
5–10 years of relevant experience, preferably in one or more of the following areas:
CEO / MD Office
Corporate Strategy
Management Consulting
Business Excellence
Apparel Sourcing
Garment Manufacturing
Operations
Supply Chain
Strategic Projects / PMO
Exposure to the Apparel, Fashion, Retail, Textile or Consumer Products industry would be strongly preferred.
Functional Competencies
The ideal candidate should possess:
Strong analytical and problem-solving ability
Excellent understanding of business and financial metrics
Advanced Excel skills
Strong PowerPoint and management presentation skills
Ability to structure complex business problems
Strong project-management capability
Understanding of manufacturing / sourcing economics
Strong data interpretation skills
Ability to independently prepare management dashboards and decision papers
Behavioural Competencies
The role requires someone who is:
Highly analytical
Execution-oriented
Structured and disciplined
Curious and intellectually sharp
Comfortable challenging assumptions with data
Able to work directly with senior leadership
Strong in follow-through and closure
Comfortable working in a fast-paced environment
Capable of handling confidential and

Work arrangement
No