JOB SUMMARY

The Executive Assistant will work closely with the Managing Director and support him in managing his priorities, commitments and follow-ups. The role involves tracking pending tasks and decisions, coordinating with department heads to ensure timely closure, and keeping the Managing Director updated on the status of ongoing matters.

This is not a calendar or travel-management role. The focus is on coordination, follow-up and ensuring that work moves forward across teams.

KEY RESPONSIBILITIES

Task and priority management

Maintain a consolidated list of all pending tasks, decisions and commitments of the Managing Director

Track the status and ageing of each item and share a regular update with him

Remind and follow up with the Managing Director on pending items, and flag matters requiring urgent attention

Coordination and follow-up with teams

Track action items and commitments made by department heads during meetings and discussions

Follow up with the concerned stakeholders until tasks are closed

Manage routine coordination independently when the Managing Director is travelling, and escalate only important matters

Share status updates on all open items

Stakeholder communication

Act as a point of coordination between the Managing

Director and department heads

Build and maintain valuable working relationships across teams

Communicate clearly and professionally,



both in writing and verbally

Maintain confidentiality of all sensitive information

Reporting and documentation

Review meeting summaries, transcripts and action points generated through the company's internal AI tool

Prepare and share summaries, trackers and follow-up notes as required

Maintain proper records of discussions, decisions and pending items

Process improvement

Use AI and automation tools to simplify repetitive work

Support improvements to internal tools and reporting formats over time

REQUIRED SKILLS AND COMPETENCIES

Strong written and verbal communication skills.

Ability to coordinate and follow up with senior stakeholders professionally

Confidence to remind and update the Managing Director on pending matters

Strong organisational and time-management skills

Ability to prioritise and manage multiple tasks simultaneously

High level of discretion and confidentiality

Comfortable using Software and AI tools.

Self-driven and able to work independently

PREFERRED

Prior experience as an Executive Assistant or Personal Assistant to a Founder, MD, CEO or Director

Exposure to automation or no-code tools

Role Requirements

On-site role based in Pune

Working hours may vary depending on the Managing Director's schedule

Occasional travel as per business requirement 50- 60 days in a year.

📌 Executive Assistant To the Managing Director (Pune)
🏢 Diacto Labs
📍 Pune