Executive Assistant

Elements Technofab; Pune District; On-site; INR 1,200,000 - 1,500,000; Full time

Benefits offered by this job

Yearly increment based on performance

Exposure to multiple business areas

Job summary

Elements Technofab is seeking an experienced Executive/Operations Coordinator to work directly with the MD, maintain daily trackers, and consolidate updates from multiple departments. The role requires high ownership, proactive communication, and meticulous follow-ups to ensure timely closure of tasks.

The ideal candidate will hold a Bachelor’s degree and possess 25 years of experience in executive support or equivalent coordination roles, with strong Excel and Google Workspace skills, and a

Qualifications

• Bachelor's degree in Business Administration, Commerce, Management, Arts, or related discipline.
• 25 years of experience in Executive Assistant, Personal Assistant, Management Coordination, Operations Coordination, or similar role.
• Excellent follow-up, coordination, communication, and organizational skills.
• Strong ability to track multiple tasks and deadlines simultaneously.
• Proficient in Excel, Google Workspace, email, WhatsApp, and basic reporting.
• MBA/PGDM will be an added advantage.

Responsibilities

• Work directly with the MD to track and follow up on all tasks, instructions, and commitments.
• Maintain a daily action tracker with task, person responsible, deadline, current status, and pending action.
• Follow up regularly with concerned persons until the task is completed and closed.
• Take updates from Sales, Production, Purchase, Finance, HR, Quality, Dispatch, and other departments and consolidate them for the MD.
• Identify delayed, pending, or stuck tasks and escalate them to the MD promptly.
• Ensure that instructions given by the MD in meetings, calls, WhatsApp, or discussions are properly communicated and followed through.
• Maintain a chronological record of important follow-ups, decisions, and pending matters.
• Remind concerned employees of upcoming deadlines and ensure timely submission of required information, reports, documents, or updates.
• Coordinate between departments when a task requires action from multiple people or teams.
• Prepare a daily/weekly pending-task report for the MD highlighting completed, ongoing, delayed, and critical tasks.
• Schedule and coordinate the MDs meetings, appointments, visits, calls, and travel requirements.
• Prepare meeting agendas and record action points, responsible persons, and deadlines, followed by regular tracking until closure.
• Keep the MD informed about important developments, delays, upcoming deadlines, and matters requiring his attention.
• Assist the MD with special projects, planning, business reviews, and other assignments as required.
• Handle confidential information and management communication with discretion.

Skills

Follow-up

Coordination

Communication

Organizational skills

Excel

Google Workspace

Education

Bachelor's degree (BA/BCOM/MA/related)

Tools

Email

WhatsApp

Reporting

Job description

Role & responsibilities

• Work directly with the MD to track and follow up on all tasks, instructions, and commitments given to employees and departments.


• Maintain a daily action tracker with task, person responsible, deadline, current status, and pending action.


• Follow up regularly with concerned persons until the task is completed and closed.


• Take updates from Sales, Production, Purchase, Finance, HR, Quality, Dispatch, and other departments and consolidate them for the MD.


• Identify delayed, pending, or stuck tasks and escalate them to the MD promptly.


• Ensure that instructions given by the MD in meetings, calls, WhatsApp, or discussions are properly communicated and followed through.


• Maintain a chronological record of important follow-ups, decisions, and pending matters.


• Remind concerned employees of upcoming deadlines and ensure timely submission of required information, reports, documents, or updates.


• Coordinate between departments when a task requires action from multiple people or teams.


• Prepare a daily/weekly pending-task report for the MD highlighting completed, ongoing, delayed, and critical tasks.


• Schedule and coordinate the MDs meetings, appointments, visits, calls, and travel requirements.


• Prepare meeting agendas and record action points, responsible persons, and deadlines, followed by regular tracking until closure.


• Keep the MD informed about important developments, delays, upcoming deadlines, and matters requiring his attention.


• Assist the MD with special projects, planning, business reviews, and other assignments as required.


• Handle confidential information and management communication with discretion.

Preferred candidate profile

• Bachelors degree in Business Administration, Commerce, Management, Arts, or any relevant discipline.


• 25 years of experience in Executive Assistant, Personal Assistant, Management Coordination, Operations Coordination, or a similar role preferred.


• Excellent follow-up, coordination, communication, and organizational skills.


• Strong ability to track multiple tasks and deadlines simultaneously.


• Proficient in Excel, Google Workspace, email, WhatsApp, and basic reporting.


• Should be proactive and comfortable communicating with employees and department heads.


• High ownership, persistence, attention to detail, and ability to get work closed are essential.


• MBA/PGDM will be an added advantage.

Perks and benefits

• Yearly performance-based salary increment.


• Exposure to multiple areas of business operations and management.