Executive Assistant

Cadmaxx; Pune District; On-site; INR 900,000 - 1,700,000; Full time

Job summary

Cadmaxx is seeking an experienced Executive Assistant/PMO professional to support the Engineering Director. You will manage calendars, organize leadership reviews, and coordinate global travel.

You will produce agendas and minutes, track KPIs, maintain governance dashboards, and support communications with R&D centers, suppliers, and customers. Proficiency in MS Office, Power BI and SharePoint is essential.

Qualifications

• Bachelor's degree in Engineering, Business Administration, Management, or related field.
• MBA preferred.
• 46 years experience in Executive Assistant, Project Coordinator, Program Coordinator, PMO, or Business Operations roles.
• Experience in automotive, engineering, manufacturing, or R&D organizations preferred.

Responsibilities

• Manage the Engineering Director's calendar, meetings, travel plans, and appointments.
• Organize leadership reviews, customer meetings, and global management visits.
• Prepare meeting agendas, minutes, and follow-up action trackers.
• Coordinate domestic and international travel arrangements.
• Manage confidential documents and correspondence.
• Coordinate monthly, quarterly, and annual business reviews.
• Consolidate reports from Engineering functions and track KPIs.
• Draft professional emails, leadership communications, newsletters, and announcements.
• Prepare presentations for management reviews and board meetings.
• Monitor engineering project status and milestone completion.
• Compile engineering KPIs and performance metrics and generate dashboards.
• Organize leadership workshops, events, and workshops, including logistics.

Skills

Advanced Microsoft Office

Power BI

SharePoint

Project Management Tools

Dashboard Preparation

Education

Bachelor's degree in Engineering

MBA preferred

Tools

PULSE

ORION

SharePoint

Job description

Key Responsibilities

1. Executive & Administrative Support

• Manage the Engineering Director's calendar, meetings, travel plans, and appointments.
• Organize leadership reviews, customer meetings, and global management visits.
• Prepare meeting agendas, minutes, and follow-up action trackers.
• Coordinate domestic and international travel arrangements.
• Manage confidential documents and correspondence.

2. Leadership Review & Governance Support

• Coordinate monthly, quarterly, and annual business reviews.
• Consolidate reports from Engineering functions.
• Track KPIs, action plans, and management commitments.
• Maintain governance dashboards and review schedules.
• Follow up with department heads on deadlines and deliverables.

3. Communication Management

• Draft professional emails, leadership communications, newsletters, and announcements.
• Prepare presentations for management reviews and board meetings.
• Coordinate communication with global R&D centers and management teams.
• Support townhalls, leadership workshops, and employee engagement activities.

4. Project & Portfolio Coordination

• Monitor engineering project status and milestone completion.
• Maintain project review trackers and escalation logs.
• Support RFQ, development, validation, industrialization, and launch reviews.
• Coordinate cross-functional activities between Engineering, Operations, Quality, Purchasing, and Program Management.

5. Data Analytics & Reporting

• Compile engineering KPIs and performance metrics.
• Generate monthly dashboards covering:
• Resource utilization
• Project status
• Innovation KPIs
• Cost-saving initiatives
• Engineering efficiency metrics
• Analyze trends and prepare management summaries.

6. Event & Workshop Management

• Organize leadership workshops, GER events, TPM/Kaizen programs, customer visits, and engineering conferences.
• Coordinate logistics, agendas, presentations, and communications.
• Ensure effective execution of management events.

7. Digital Tools & Process Support

• Maintain project management tools (PULSE, ORION, Power BI, SharePoint, etc.).
• Support digital transformation initiatives.
• Track workflow approvals and document management.

8. Stakeholder Management

• Act as the central coordination point between:
• Engineering Leadership Team
• Global R&D Centers
• HR
• Finance
• Manufacturing Plants
• Customers and Suppliers (when required)

Qualification

Education

• Bachelor's degree in Engineering, Business Administration, Management, or related field.
• MBA preferred.

Experience

• 46 years experience in Executive Assistant, Project Coordinator, Program Coordinator, PMO, or Business Operations roles.
• Experience in automotive, engineering, manufacturing, or R&D organizations preferred.

Required Skills

Technical Skills

• Advanced Microsoft Office (Excel, PowerPoint, Outlook, Teams)
• Power BI
• SharePoint
• Project Management Tools
• Dashboard Preparation

Behavioral Competencies

• Strong organizational skills
• Excellent communication skills
• High confidentiality and integrity
• Multi-tasking ability
• Problem-solving mindset
• Stakeholder management
• Attention to detail
• Proactive ownership

Key Deliverables / KPIs

• 100% on-time management review preparation.
• 95% action item closure tracking.
• Calendar and meeting efficiency.
• Quality of leadership communications.
• Accuracy of dashboard reporting.
• Customer and leadership visit coordination effectiveness.
• Engineering governance compliance.