Coordination Executive

Roles and Responsibilities

Job Summary

The Executive will provide high-level administrative, operational, and strategic support to the Business Head. This role requires exceptional organizational skills, attention to detail, and the ability to handle sensitive information with utmost confidentiality. The ideal candidate will be proactive, resourceful, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

1. Administrative & Executive Support

• Manage and maintain the executives calendar, appointments, meetings, and travel arrangements.
  
• Prepare and organize correspondence, reports, presentations, and other documents.
  
• Draft, review, and proofread internal and external communications.
  
• Act as a point of contact between the executive and internal/external stakeholders.
  
• Maintain records, files, and confidential documents systematically.
  

2. Coordination & Communication

• Schedule and coordinate meetings, conferences, and events.
  
• Prepare meeting agendas, take minutes, and ensure timely follow-up on action items.
  
• Coordinate with cross-functional teams and ensure smooth information flow.
  
• Support in drafting business letters, proposals, and official communications.
  

3. Departmental Coordination & Follow-ups

• Act as the central point of contact between the Business Head and all departments.
  
• Regularly follow up with department heads and team members on assigned tasks, project updates, and pending deliverables.
  
• Track progress of key initiatives and share status updates with the Business Head.
  
• Ensure inter-departmental communication is clear, timely, and effective.
  
• Assist in aligning departmental activities with the organizations overall goals
  

4. Project & Operational Support

• Assist in planning and tracking special projects and initiatives.
  
• Conduct research, prepare background information, and summarize findings for decision-making.
  
• Support the executive in managing deadlines, priorities, and deliverables.
  

Qualifications & Experience

• Bachelors degree in Business Administration, Commerce, or a related field.
  
• 25 years of experience as an Executive Assistant, Personal Assistant, or similar administrative role.
  
• Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  
• Excellent communication, interpersonal, and time management skills.
  
• Strong organizational skills and attention to detail.
  
• Ability to handle confidential information with discretion.
  
• Flexibility to adapt to changing priorities and work independently.