Communication & Executive Coordination

Job Details

• Work Mode: On-site
• Experience: 2-3 Years
• Qualification: Bachelor's Degree in Business Administration, Communications, AI, or a related field

Key Responsibilities

• Manage complex and high-priority calendars for the Director.
• Schedule and coordinate internal/external meetings, client calls, site visits, and leadership interactions.
• Resolve scheduling conflicts and optimize the Director's daily schedule.
• Coordinate annual business reviews, strategy meetings, leadership sessions, and team off-sites.
• Act as the key liaison between the Director and internal departments such as Engineering, Sales, Operations, Finance, and HR, as well as external stakeholders.
• Draft, format, and proofread professional emails, reports, memos, and executive communications.
• Prepare presentations, meeting agendas, briefing notes, and other executive documents.
• Attend important meetings, prepare Minutes of Meeting (MOMs), and track action items for timely closure.
• Ensure smooth and timely flow of information between the Director and relevant stakeholders.
• Track strategic action items, project updates, and key operational deliverables.
• Follow up with respective teams and provide status updates to the Director.
• Coordinate domestic and international travel, including itineraries, accommodation, transportation, and visa requirements.
• Manage travel-related documentation and expense reports.
• Support budget tracking, invoice processing, and other administrative requirements.

Required Skills Competencies

• Advanced proficiency in MS Office Outlook, Excel, PowerPoint Word.
• Hands-on experience with Business AI tools and AI-powered productivity tools.
• Familiarity with Microsoft Teams, Slack, Zoom, and other collaboration platforms.
• Excellent written and verbal communication skills.
• Strong presentation, coordination, and stakeholder-management skills.
• Excellent time management and organizational abilities.
• High attention to detail and accuracy.
• Ability to manage confidential business and personnel information with complete discretion.

Behavioural Competencies

• Proactive Mindset: Ability to anticipate the Director's requirements and take action without constant supervision.
• Composure Under Pressure: Ability to remain calm, organized, and effective while handling multiple priorities and tight deadlines.
• Adaptability: Comfortable working in a fast-paced environment with changing priorities and business requirements.
• Ownership Accountability: Strong follow-up skills with the ability to take ownership of tasks and ensure timely closure.
• Professionalism: Confident and professional while interacting with senior management, clients, vendors, and internal teams.