: Project Coordinator – Executive & Client Operations

About Us

DNA Growth is a leading professional services firm offering business planning and Virtual CFO solutions to startups and mid-sized enterprises across North America and the MENA region. We combine people, processes, and technology to help our clients scale efficiently and make better financial decisions.

Company Website: https://www.dnagrowth.com/

Position Details

- Job Title: Project Coordinator – Executive & Client Operations
- Department: Operations / Project Management
- Location: Mohali
- Employment Type: Full-Time
- Working Hours: 9:30 AM to 7:30 PM

Job Summary

We are looking for a highly organized, proactive, and detail-oriented Project Coordinator to support management and project teams in coordinating multiple projects, managing client communications, tracking deliverables, and ensuring timely execution of tasks.

The role involves project planning and tracking, stakeholder coordination, executive email and calendar management, documentation, and follow-ups to ensure smooth day-to-day operations. The ideal candidate should possess excellent communication skills, strong organizational abilities, and the capacity to manage multiple priorities while maintaining accuracy, professionalism, and confidentiality.

Roles and Responsibilities

1. Project Planning and Coordination

- Coordinate multiple projects and ensure timely completion of assigned tasks and deliverables.
- Develop and maintain detailed project plans, trackers, timelines, status reports, and action-item logs.
- Monitor project progress, deadlines, SLAs, dependencies, and pending deliverables.
- Coordinate daily deliverables across team members and ensure they are reviewed and shared with clients within agreed timelines.
- Allocate and track project tasks based on team members’ skills, experience, and availability.
- Follow up with relevant team members to ensure timely completion of assigned tasks.
- Identify project delays, risks, and bottlenecks and escalate them to management when required.
- Monitor project performance and identify opportunities to improve processes and operational efficiency.

2. Executive Support and Email Management

- Manage and organize the VP’s email inbox across multiple email accounts, including prioritizing emails and identifying urgent matters.
- Draft, review, and coordinate responses to client-facing, sales, technical, and internal emails.
- Track pending communications and ensure timely responses and follow-ups.
- Read, analyze, prioritize, and distribute incoming emails, memos, and other communications to relevant stakeholders.




- Ensure important communications and pending decisions are appropriately tracked.
- Handle sensitive and confidential information with professionalism and discretion.

3. Client and Stakeholder Communication

- Manage day-to-day communication with clients, internal teams, and other stakeholders.
- Maintain professional client relationships and ensure timely communication regarding project progress and deliverables.
- Share project updates, reports, documentation, and completed deliverables with clients and internal stakeholders.
- Coordinate with relevant team members to resolve queries and ensure alignment on project expectations, priorities, and timelines.
- Ensure client requirements are communicated clearly to the relevant teams.
- Escalate client concerns, delivery issues, and communication gaps to management as required.

4. Meetings and Calendar Management

- Schedule, reschedule, and coordinate internal and client meetings.
- Manage calendars, meeting invitations, conference links, and reminders.
- Prepare meeting agendas and ensure relevant participants have the required information in advance.
- Record meeting minutes, document decisions, and maintain action-item logs.
- Follow up with stakeholders to ensure agreed action items are completed within specified timelines.
- Ensure meeting-related communication and follow-ups are completed promptly.

5. Communication and Collaboration Tools

- Coordinate communication across platforms such as Slack, Microsoft Teams, Titan, and Google Chat.
- Track important messages, discussions, decisions, and pending action items.
- Ensure effective information sharing and coordination across project teams and stakeholders.
- Maintain clear communication records and ensure important updates reach the relevant team members.

6. Documentation and Administrative Support

- Maintain accurate project documentation, process maps, meeting notes, status reports, and records.
- Organize, file, retrieve, and manage project-related documents and correspondence.
- Prepare spreadsheets, presentations, reports, and other project-related materials.
- Provide administrative and operational coordination support to management and project teams.
- Ensure project documentation is accurate, organized, and accessible to authorized stakeholders.




- Support the implementation and maintenance of structured processes, trackers, and reporting systems.

Requirements and Qualifications

- Bachelor's degree in Business Administration, Management, Commerce, or a relevant field, or equivalent work experience.
- Prior experience in project coordination, executive assistance, virtual assistance, operations coordination, or a similar role is preferred.
- Excellent written and verbal communication skills, particularly in professional email drafting and client communication.
- Strong organizational, planning, prioritization, and follow-up skills.
- Ability to manage multiple projects, deadlines, stakeholders, and communication channels simultaneously.
- Strong attention to detail and the ability to identify gaps, track pending tasks, and ensure timely closure.
- Proficiency in Microsoft Office, particularly Excel, Outlook, Word, and PowerPoint.
- Familiarity with project management and task-tracking tools.
- Working knowledge of collaboration platforms such as Microsoft Teams, Slack, Google Chat, and similar applications.
- Ability to work independently, exercise sound judgment, and manage confidential information responsibly.
- Solid problem-solving skills and a proactive approach to managing tasks and resolving coordination issues.

Preferred Qualifications

- Experience supporting senior management or executives in a coordination or administrative capacity.
- Experience working with international clients and cross-functional teams.
- Familiarity with project management methodologies and structured reporting processes.
- PMP or PRINCE2 certification would be an added advantage.

Key Competencies

- Project planning and coordination
- Client communication and stakeholder management
- Executive email and calendar management
- Task tracking and follow-up
- Time management and prioritization
- Attention to detail and accuracy
- Problem-solving and escalation management
- Multitasking and organizational skills
- Professionalism, discretion, and accountability

Success Criteria The successful candidate will be expected to:

- Ensure timely completion of project tasks and client deliverables.
- Maintain accurate project trackers, status reports, and documentation.
- Ensure prompt responses and follow-ups across email and communication platforms.
- Maintain effective coordination between management, internal teams, and clients.
- Proactively identify and escalate project delays, risks, and communication gaps.
- Support management in maintaining efficient workflows and smooth day-to-day operations.

📌 Project Coordinator – Executive & Client (India)
🏢 DNA Growth
📍 India