Position Description (Key roles & resps.):

The Project Manager - GBS Office serves as the primary coordination and governance partner to the Head of GBS India. The role ensures effective executive support in administration, leadership follow-through, reporting, business reviews, and coordination of organization-wide initiatives while enabling leadership effectiveness and operational excellence.

1. Executive Support & Planning

- Manage calendar, meetings, travel, and logistics for the Head of GBS.
- Coordinate leadership reviews, governance meetings, and stakeholder interactions.
- Manage approvals, signatures, and executive documentation.
- Ensure readiness for key meetings through agenda, materials, and logistics coordination.

2. Action & Deliverable Tracking

- Maintain action trackers for assignments issued by the Head of GBS.
- Follow up with stakeholders on commitments, timelines, and deliverables.
- Track progress and closure of agreed actions.
- Maintain decision, escalation, and follow-up logs.

3. Reporting & Presentation Support

- Consolidate updates and reports from various functions.
- Prepare leadership presentations, dashboards, and review packs.
- Maintain key organizational trackers, including headcount, hiring, and business updates.
- Support monthly, quarterly, and annual business review processes.

4. Leadership Communications & Events

- Draft routine communications on behalf of the Head of GBS.
- Coordinate town halls, leadership meetings, and employee engagement sessions.
- Support leadership visits, customer visits, and external engagements.
- Manage event planning, communication, and logistics coordination.

5. Project & Initiative Coordination

- Track progress of key GBS initiatives and special projects.
- Coordinate stakeholders, timelines, and dependencies.
- Maintain project trackers and status updates.




- Support execution of strategic and operational priorities assigned by the Head of GBS.

6. Office & Administrative Coordination

- Liaise with HR, Finance, IT, Procurement, and Administration teams on behalf of the GBS Head's office.
- Coordinate onboarding activities for leadership hires and visitors.
- Support workplace, seating, and office-related requirements.
- Manage miscellaneous administrative and operational requests.

Qualifications and Skills:

- Bachelors degree in business administration, Management, Commerce, Engineering, or related discipline
- Strong proficiency in Microsoft PowerPoint, Excel, Outlook, Teams, and data reporting tools.
- Excellent stakeholder management, coordination, and relationship-building skills.
- Strong analytical, reporting, and presentation development capabilities.
- Exceptional organizational skills with the ability to manage multiple priorities and deadlines.
- Strong written and verbal communication skills, including executive-level correspondence.
- High attention to detail, follow-through, and execution discipline.
- Ability to handle confidential information with professionalism and discretion.
- Robust problem-solving skills and a proactive, ownership-driven mindset.

Desired Working experience:

- 8-10 years of experience in Executive Assistance, Business Coordination, PMO Support, Administration, or Project Coordination.
- Experience supporting senior leadership in a GBS, Shared Services, GCC, or multinational organization.
- Proven track record of managing executive governance, reporting, action tracking, stakeholder coordination, and organizational initiatives.
- Experience working in a cross-functional and matrix environment with multiple stakeholders.
- Exposure to business reviews, executive reporting, project coordination, and leadership communications.

📌 Executive Assistant To Managing Director - Project Manager (Pune)
🏢 Gi Group
📍 Pune