Executive ADMIN Coordinator - Reporting To Director

DINESHCHANDRA R AGRAWAL INFRACON PRIVATE LIMITED; Gurugram District; On-site; INR 450,000 - 750,000; Full time

Job summary

DINESHCHANDRA R AGRAWAL INFRACON PRIVATE LIMITED in Gurugram, India, seeks an organized Executive Admin Coordinator to support the Director and ensure smooth information flow. You will send invitations, prepare agendas, coordinate with HR, Finance, IT, Administration, Projects and Operations, and track follow-up items and commitments.

Requires 3–6 years in executive administration and a Bachelor's degree; strong communication, discretion, and the ability to handle confidential matters with

Qualifications

• 3–6 years of relevant experience in Executive Administration or similar roles.
• Experience supporting a Director, Business Head, or CXO preferred.
• Experience in employee coordination and cross-functional follow-up advantageous.

Responsibilities

• Ensure the Director stays informed about weekly meetings, appointments, employee concerns, and follow-ups.
• Coordinate communication between employees and the Director, directing matters to the right department.
• Send meeting invitations, reminders, and agendas in advance and provide necessary background information.
• Maintain a weekly summary of the Director's meetings and important commitments.
• Follow up on action items arising from meetings and discussions.
• Act as a professional coordination point for employees communicating work-related concerns to the Director.
• Understand organizational structure to route requests to the correct department (HR, Finance, IT, Admin, Operations, Projects, Procurement, etc.).

Skills

Communication skills

Coordination

Organizational skills

Follow-up

Discretion

Education

Bachelor's degree in Business Administration

Management

Commerce

Arts

Job description

POSITION OVERVIEW

We are seeking a highly organized, proactive, and professional Executive Admin Coordinator to work closely with the Director and support the smooth flow of information and coordination across the organization.

Role & responsibilities

• The primary responsibility of this role is to ensure that the Director remains well informed about his weekly meetings, important appointments, employee concerns, pending matters, and follow-up actions.
• The Executive Admin Coordinator will also act as a coordination link between employees and the Director, helping employees communicate their concerns appropriately and connecting them with the right person or designated department within the organization for resolution.
• The ideal candidate should have excellent communication, coordination, interpersonal, organizational, and follow-up skills, along with maturity and discretion in handling confidential and sensitive matters.
• Send meeting invitations, reminders, agendas, and relevant information in advance.
• Ensure the Director has the necessary documents and background information before important meetings.
• Coordinate changes, cancellations, and rescheduling of meetings as required.
• Maintain a weekly summary of the Director's meetings and important commitments.
• Track important follow-up items arising from meetings and discussions.
• Act as a professional coordination point for employees who need to communicate work-related issues or concerns to the Director.
• Present employee concerns to the Director in a clear, factual, and structured manner.
• Understand the organization's departmental structure and identify the right person or designated department for employee requests and concerns.
• Coordinate with departments such as HR, Finance, Administration, IT, Operations, Projects, Procurement, and other support functions.
• Follow up with the concerned department when necessary and communicate the status appropriately.

Education

Bachelors degree in business administration, Management, Commerce, Arts, or a related field.

Experience

• 3 - 6 years of relevant experience in Executive Administration, Executive Assistant, Management Coordination, Office Administration, or a similar role.
• Previous experience supporting a Director, Business Head, Senior Management, or CXO is preferred.
• Experience in employee coordination and cross-functional follow-up will be an advantage.