Executive Assistant

Ignatiuz Software Pvt. Ltd.; Indore District; On-site; INR 400,000 - 600,000; Full time

Job summary

Ignatiuz Software Pvt. Ltd. is seeking an Executive Assistant to support leadership and teams with day-to-day coordination, admin tasks and project tracking.

You will manage calendars, coordinate communications with clients and partners, and prepare agendas, notes and action items to keep initiatives on track. The role requires strong multitasking, communication, and detail orientation, with proficiency in Microsoft 365 and collaboration tools.

Qualifications

• 1–2 years of experience in Executive Assistant, Operations, Coordination, or similar roles.
• Excellent organizational and time management skills.
• Strong written and verbal communication for summaries, reports and stakeholder communication.
• High attention to detail and ability to manage deadlines effectively.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong coordination, follow-up, and stakeholder management skills.
• Comfortable working independently with minimal supervision.
• Proficiency in Microsoft 365 and collaboration tools; experience with Smartsheet or Monday.com is preferred.
• Familiarity with US business communication and professional work culture is a plus.

Responsibilities

• Support leadership with calendar management, scheduling, meeting coordination, and follow-ups.
• Coordinate internal and external communication across teams, clients, partners, and stakeholders.
• Prepare meeting agendas, notes, trackers, reports, and action items.
• Maintain and update task boards or project trackers using Smartsheet, Monday.com, or Microsoft Teams.
• Facilitate daily and weekly follow-ups with project stakeholders to ensure timely progress.
• Assist in coordinating conferences, webinars, speaking engagements, outreach campaigns, and operational activities.
• Support outreach tracking, CRM updates, reporting, and communication management.
• Maintain organized documentation, records, SOPs, and operational trackers.
• Collaborate with internal teams to ensure timely execution of projects and initiatives.
• Coordinate activities across multiple states and regions while managing time zones and scheduling requirements.

Skills

Calendar management

Communication

Microsoft 365

Organizational skills

Time management

Stakeholder management

Documentation

Multi-tasking

Report preparation

CRM platforms

Tools

Smartsheet

Monday.com

Microsoft Teams

HubSpot

Microsoft 365

Job description

Ignatiuz is a digital transformation and intelligent workplace consulting company with offices in the US (PA) and India (Indore). Focused on accelerating digital performance through innovation and automation . Our team has worked with a variety of Fortune 500 clients and has a track record of delivering reliable, high-quality solutions that drive business success.

Job Description

Weare seeking a highly organized and proactive Executive Assistant to supportleadership and internal teams with day-to-day coordination, administrativetasks, and project tracking. This role requires strong multitasking abilities,effective communication skills, and proficiency in managing team workflows andtools. The Executive Assistant will play a vital role in ensuring tasks arecompleted efficiently and stakeholders are aligned across multiple projects.

Job Responsibilities:

• Support leadership with calendar management, scheduling, meeting coordination, and follow-ups
• Coordinate internal and external communication across teams, clients, partners, and stakeholders
• Prepare meeting agendas, notes, trackers, reports, and action items
• Maintain and update task boards or project trackers using tools like Smartsheet, Monday.com, or Microsoft Teams
• Facilitate daily and weekly follow-ups with project stakeholders to ensure timely progress and closure of pending items
• Assist in coordinating conferences, webinars, speaking engagements, outreach campaigns, and operational activities
• Support outreach tracking, CRM updates, reporting, and communication management
• Maintain organized documentation, records, SOPs, and operational trackers
• Collaborate with internal teams to ensure timely execution of projects and initiatives
• Coordinate activities across multiple states and regions while managing different time zones and scheduling requirements effectively.
  

Requirements

• 1–2 years of experience in Executive Assistant, Operations, Coordination, Administrative Support, or similar roles
  
• Excellent organizational and time management skills
• Strong written and verbal communication skills, especially for summarising updates, preparing reports, and professional stakeholder communication
• High attention to detail and ability to manage deadlines effectively
• Ability to manage multiple priorities in a fast-paced work environment
• Strong coordination, follow-up, and stakeholder management skills
• Ability to work independently with minimal supervision
• Professional, proactive, and execution-focused work approach
• Strong command over Microsoft 365 (Word, Excel, Outlook, Teams)
• Experience with tools like Smartsheet, Monday.com, HubSpot, or similar workflow/CRM platforms is preferred
• Familiarity with AI productivity tools such as ChatGPT or DeepSeek will be an added advantage
• Reliable and responsive across communication channels including Email and Microsoft Teams
• Basic understanding of US business communication and professional work culture will be an added advantage
• Comfortable coordinating activities across different time zones
• Availability during overlapping US EST business hours for selected days (preferably until 10 AM EST)

Preferred Candidate Attributes:

• Strong ownership and accountability mindset
• Proactive and solution-oriented approach
• Ability to adapt quickly to changing priorities and deadlines
• Comfortable working across multiple teams and stakeholders
• Strong documentation and process management skills
• Ability to maintain confidentiality and professionalism in executive coordination
• Opportunity to work closely with leadership and cross-functional teams
  
• Exposure to executive coordination, operations, outreach, and event management
• Collaborative and fast-paced work environment
• Growth opportunities across operations, project coordination, and executive support functions