Administration Executive

Prompt Info Services; Pune District; On-site; INR 600,000 - 900,000; Full time

Job summary

Prompt Info Services is seeking an Executive & Administrative Support professional to act as an extension of senior management, coordinating calendars, meetings, site visits, and tasks with minimal reminders.

You will own meeting coordination, MOMs, and follow-ups, track commitments, and escalate delays as needed, while drafting emails, maintaining records, and ensuring proactive updates to leadership.

Qualifications

• Graduate in any discipline.
• Proficiency in MS Excel, Word, Email, and basic trackers.
• Prior experience working closely with management preferred.

Responsibilities

• Act as an extension of senior management for administrative and coordination matters.
• Manage calendars, meetings, site visits, and schedules without reminders.
• Take complete ownership of meeting coordination, MOMs, and follow-ups until closure.
• Track every task, commitment, and deadline given by management.
• Follow up persistently with internal teams, vendors, consultants, and clients.
• Escalate delays and ensure closure excuses are not acceptable.
• Draft, send, and track official emails, letters, MOMs, and documents.
• Maintain accurate records, trackers, and documentation repositories.
• Ensure senior management is updated proactively, not reactively.
• Handle any administrative, operational, or coordination task assigned by management.
• Support office operations, site coordination, document movement, and urgent requirements.
• Be available for time-sensitive tasks beyond standard working hours, when required.
• Handle sensitive and confidential information with strict discretion.
• Maintain professional conduct, discipline, and accountability at all times.
• Willingness to do any kind of work required in the interest of the organization.
• Strong follow-up attitude tasks must be closed, not chased endlessly.
• Ability to work under pressure, tight timelines, and changing priorities.
• Zero attitude, high ownership, and respect for hierarchy.
• High availability and flexibility when work demands.
• Execution-focused mindset (action > discussion).
• Strong command over email communication and documentation.
• Excellent organizational and multitasking skills.
• Ability to take instructions once and execute independently.
• Mentally resilient, dependable, and solution-oriented.

Skills

Execution-focused mindset

Email communication

Organizational skills

Multitasking

Take instructions and execute

Dependable / solution-oriented

Education

Graduate in any discipline

Tools

MS Excel

MS Word

Email tracking

Job description

Role & responsibilities

Executive & Administrative Support

• Act as an extension of senior management for administrative and coordination matters
  
• Manage calendars, meetings, site visits, and schedules without reminders
  
• Take complete ownership of meeting coordination, MOMs, and follow-ups until closure
  

Follow-ups & Execution

• Track every task, commitment, and deadline given by management
  
• Follow up persistently with internal teams, vendors, consultants, and clients
  
• Escalate delays and ensure closure excuses are not acceptable
  

Communication & Documentation

• Draft, send, and track official emails, letters, MOMs, and documents
  
• Maintain accurate records, trackers, and documentation repositories
  
• Ensure senior management is updated proactively, not reactively
  

Operational & Ad-hoc Work

• Handle any administrative, operational, or coordination task assigned by management
  
• Support office operations, site coordination, document movement, and urgent requirements
  
• Be available for time-sensitive tasks beyond standard working hours, when required
  

Confidentiality & Discipline

• Handle sensitive and confidential information with strict discretion
  
• Maintain professional conduct, discipline, and accountability at all times
  

Mandatory Expectations (Non-Negotiable):

• Willingness to do any kind of work required in the interest of the organization
  
• Strong follow-up attitude tasks must be closed, not chased endlessly
  
• Ability to work under pressure, tight timelines, and changing priorities
  
• Zero attitude, high ownership, and respect for hierarchy
  
• High availability and flexibility when work demands

Required Skills & Mindset:

• Execution-focused mindset (action > discussion)
  
• Strong command over email communication and documentation
  
• Excellent organizational and multitasking skills
  
• Ability to take instructions once and execute independently
  
• Mentally resilient, dependable, and solution-oriented

Preferred Qualifications:

• Graduate in any discipline
  
• Proficiency in MS Excel, Word, Email, and basic trackers
  
• Prior experience working closely with management preferred

Who Should NOT Apply:

• Candidates looking for fixed, limited, or comfort roles
  
• Those unwilling to handle follow-ups, pressure, or accountability
  
• Candidates expecting rigid working hours or narrowly defined responsibilities