Executive – PMO & Coordination

Medhavi Skills University; Bidhannagar; On-site; INR 600,000 - 1,200,000; Full time

Benefits offered by this job

Competitive compensation

Performance-linked incentives

Leadership role in a growing platform

Job summary

Medhavi Skills University invites applications for an Executive – PMO & Coordination to act as the operational backbone of the Governance, Quality & Compliance office in Bidhannagar, West Bengal. You will manage leadership schedules, correspondence and project tracking, while coordinating with departments and external partners to ensure timely deliverables.

The role emphasizes regulatory coordination, documentation and proactive follow-ups to keep institutional priorities on track.

Qualifications

• Graduate in any discipline with 1–3 years of relevant experience in an Executive Assistant, PMO Executive or senior leadership office.
• Experience in a university or corporate PMO environment is an added advantage.
• Ability to coordinate leadership schedules, communicate professionally and handle confidential information.

Responsibilities

• Draft, format, review and track official letters, emails, office notes, circulars and other institutional communications.
• Coordinate leadership calendars and meetings with internal departments, senior leadership and external stakeholders.
• Maintain and update institutional project trackers, monitor milestones and escalate overdue action points.
• Maintain regulatory calendars covering UGC, AICTE, NCAHP, NAAC, NIRF and other regulatory deadlines.
• Liaise with departments to collect information and ensure timely submissions; handle sensitive information discreetly.

Skills

Executive support

PMO coordination

Stakeholder management

Documentation

Regulatory coordination

Education

Graduate degree

Postgraduate qualification preferred

Job description

Medhavi Skills University (MSU) is a government-notified private State Skills University established under a State Act in Sikkim in 2021, dedicated to advancing quality skill-integrated higher education and entrepreneurship. Recognised by the UGC and aligned with the National Education Policy (NEP) 2020, MSU is a pioneer in converging the skilling ecosystem with formal higher education through its "Industry as Campus" model. The University collaborates extensively with industries and Skill Development Institutes to deliver work-integrated degree programs embedding structured on-the-job training within the curriculum. MSU is a recognised Awarding Body under NCVET, empanelled with DGT, and serves as an anchor university partner with NSDC and the PMU of NSDC International-collectively reinforcing its demand-driven, industry-co-led academic framework.Ranked 4th among India's Top Skill Universities in the Outlook ICARE Rankings 2025 and supported by over 11 defence partnerships along with multiple national recognitions, MSU stands among India's leading skill-integrated higher education institutions.

Established in 2013, Medhavi Group is a unified ecosystem comprising MSU and various skill-promoting organisations, dedicated to advancing skill development, vocational training, and industry-integrated higher education. With a strong outcome-driven approach, the Group has trained over 6 lakh learners, achieving more than 70% employability outcomes, and currently supports 20,000+ active students across its diverse programs. Medhavi Group continues to bridge the gap between education and employment by building scalable, industry-aligned talent pathways across India. Work Integrated Skill based Higher Education (WISE) is Medhavi’s flagship industry-integrated initiative built on the principle of "Industry as Campus." It combines academic learning with structured on-the-job training, ensuring students graduate with real work experience and industry-ready skills. Through deep, outcome-driven partnerships with over 300+ leading industry and skill partners across 26+ sectors including Hyundai, Mahindra, IHG Group, Nephroplus, Barbeque Nation, Nexus Select Malls,ClassPlus, Tata Electronics, Marriott, ITC, and others- WISE enables learners to acquire role- specific competencies directly within live business environments. WISE creates a demand-driven talent pipeline for industries that enhances employability, improves workforce productivity, and bridges the industry skill gap.

The Executive – PMO & Coordination will serve as the operational backbone of the Governance,Quality & Compliance office, ensuring seamless coordination between leadership, departments and external stakeholders. The role will be responsible for managing leadership schedules, official

correspondence, meetings, project tracking and regulatory compliance calendars. The incumbent will ensure timely follow-ups, effective communication and closure of key action points, enabling leadership priorities and institutional projects to progress within defined timelines.

Key Responsibilities

1. Official Correspondence & Documentation

• Draft, format, review and track official letters, emails, office notes, circulars and other institutional communications.
• Maintain an organised correspondence register and ensure timely responses and follow-ups.
• Manage confidential documents and maintain systematic digital records and filing systems.
• Prepare meeting agendas, briefing notes, presentations and supporting documents for leadership reviews.
• Coordinate meetings with internal departments, senior leadership and external stakeholders.
• Record and circulate Minutes of Meetings (MoM), key decisions and action points within 24 hours of the meeting.
• Maintain an action-point tracker and ensure timely follow-ups with concerned stakeholders.

3. Project Monitoring & Follow-ups

• Maintain and regularly update the institutional project tracker, capturing milestones, timelines,responsibilities and progress.
• Coordinate with departmental heads and project owners to monitor deliverables and ensure timely completion.
• Follow up on pending assignments, highlight delays and **escalate overdue action points** to the appropriate authority.
• Support the preparation of weekly project status reports and management review presentations.

4. Regulatory & Compliance Coordination

• Maintain and monitor the regulatory compliance calendar covering UGC, AICTE, NCAHP,NAAC, NIRF and relevant State regulatory requirements.
• Track important submission deadlines, statutory timelines, reporting requirements and institutional deliverables.
• Coordinate with respective departments to collect information, documentation and updates required for regulatory submissions.
• Send timely reminders and maintain records of compliance-related correspondence and submissions.

5. Administrative & Stakeholder Coordination

• Coordinate inter-departmental and inter-campus communication to ensure smooth information flow.
• Manage visitor coordination, official appointments, institutional events and other leadership-related engagements.
• Liaise with internal teams and external stakeholders for timely execution of assigned responsibilities.
• Handle sensitive information and confidential matters with professionalism and discretion.

Preferred Skills & Qualifications

• Graduate in any discipline; a postgraduate qualification or diploma in Management,Administration or a related field will be preferred.
• 1–3 years of relevant experience as an Executive Assistant, PMO Executive, Project Coordinator or in the office of a Registrar, Vice-Chancellor or senior leadership.
• Prior experience in a university, higher education institution or corporate PMO environment will be an added advantage.

What We Offer

• Opportunity to architect and scale a future-focused, industry-integrated higher education ecosystem.
• Competitive compensation with performance-linked incentives.
• Leadership role in a rapidly growing national skills and university platform.
• The opportunity to create a measurable impact on employability and workforce transformation at scale.

Medhavi Skills University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.