Executive Coordinator

Zen Technologies; New Delhi; On-site; INR 600,000 - 900,000; Full time

Job summary

Zen Technologies is seeking an experienced Executive Assistant/Coordinator to act as a central coordination point for the Senior Manager and the Business Development team, handling calendar, meetings, and correspondence. This role serves as the single point of contact for internal stakeholders routing requests for time, information, or action.

The role requires 2–5 years of relevant experience, strong organizational and communication skills, and proficiency in MS Office and CRM tools to manage

Qualifications

• Bachelor's degree in any discipline.
• 2–5 years of EA or coordinator experience supporting senior leadership.
• Excellent organizational and time-management skills with attention to detail.
• Strong written and verbal communication; comfortable liaising with senior stakeholders.
• Discretion and professionalism with sensitive calendars and information.
• Proficiency in MS Office, calendar apps, and CRM tools.

Responsibilities

• Monitor and manage the Senior Manager / Manager's calendar, scheduling and rescheduling meetings as priorities shift.
• Maintain up-to-date visibility of the Senior Manager / Manager's and senior team's availability, and coordinate meeting timings accordingly.
• Track and stay familiar with all internal and external correspondence, so status and context can be provided on request.
• Act as the single point of contact for internal stakeholders all requests to interact with, or seek time from, the senior team are routed through this role first.
• Prepare meeting agendas in advance and ensure the right participants, documents, and information are in place.
• Prepare and circulate Minutes of Meeting (MoM) for key internal and external meetings.
• Follow up on action items arising from meetings to ensure timely closure.
• Flag scheduling conflicts, urgent requests, or bottlenecks proactively to the Senior Manager / Manager.
• Maintain a log/tracker of meetings, correspondence, and pending stakeholder requests for quick reference.
• Coordinate logistics (venue, travel, documentation) for internal and external meetings as required.

Skills

Time management

Communication

Discretion

Organization

Education

Bachelor's degree

Tools

MS Office

CRM tools

Job description

Role Summary

Act as the central coordination point for the Senior Manager / Manager and the wider Business Development team owning the calendar, meeting logistics, and correspondence, and serving as the single point of contact through which all internal stakeholders route their requests for time, information, or action.

Key Responsibilities

• Monitor and manage the Senior Manager / Manager's calendar, scheduling and rescheduling meetings as priorities shift.
• Maintain up-to-date visibility of the Senior Manager / Manager's and senior team's availability, and coordinate meeting timings accordingly.
• Track and stay familiar with all internal and external correspondence, so status and context can be provided on request.
• Act as the single point of contact for internal stakeholders all requests to interact with, or seek time from, the senior team are routed through this role first.
• Prepare meeting agendas in advance and ensure the right participants, documents, and information are in place.
• Prepare and circulate Minutes of Meeting (MoM) for key internal and external meetings.
• Follow up on action items arising from meetings to ensure timely closure.
• Flag scheduling conflicts, urgent requests, or bottlenecks proactively to the Senior Manager / Manager.
• Maintain a log/tracker of meetings, correspondence, and pending stakeholder requests for quick reference.
• Coordinate logistics (venue, travel, documentation) for internal and external meetings as required.

Requirements

• Bachelor's degree in any discipline.
• 2-5 years of experience as an Executive Assistant, coordinator, or similar role supporting senior leadership.
• Excellent organizational and time-management skills with strong attention to detail.
• Strong written and verbal communication skills; comfortable liaising with senior stakeholders.
• Discretion and professionalism in handling sensitive calendars, correspondence, and information.
• Proficiency in MS Office / calendar and CRM tools.