Key Responsibilities

A. Meeting Management, Minutes & Action Tracking (Major Responsibility)

- Coordinate management meetings, including scheduling, preparing agendas, and circulating relevant documents.
- Attend meetings and accurately capture discussions, key decisions, responsibilities, and agreed timelines.
- Prepare and circulate structured Minutes of Meetings (MoM) within stipulated timelines.
- Maintain and regularly update a centralized tracker of action points arising from meetings.
- Follow up with respective department heads and team members on pending action items.
- Monitor progress against agreed timelines and highlight delays or pending matters.
- Ensure proper tracking of task ownership, deadlines, status, and closure.
- Prepare periodic status updates highlighting completed, pending, and overdue action points.
- Maintain organised records of meeting minutes, management decisions, and key communications.
- Ensure confidentiality while handling sensitive management discussions and business information.

B. Travel & Calendar Management (Minor Responsibility)

- Manage and maintain the Managing Director's calendar, including meetings, appointments, and business commitments.
- Coordinate meeting schedules with internal and external stakeholders.
- Arrange travel requirements, including flight bookings, hotel reservations, local transportation, and travel itineraries.
- Share timely updates regarding travel schedules and meeting details.
- Coordinate changes in schedules and proactively address calendar conflicts.

C.



General Executive Office Coordination

- Coordinate between the MD's Office and various departments for information, updates, and pending requirements.
- Ensure timely follow-up on instructions and assignments received from the MD.
- Assist in preparing presentations, reports, and management updates as required.
- Handle confidential documents and communications professionally.
- Undertake other coordination and administrative responsibilities as assigned by the MD.

Desired Candidate Profile A. Experience

- 1–4 years of relevant experience in Executive Assistance, Management Coordination, Project Coordination, Administration, or a similar role.
- Fresh exposure to working with senior management or department heads will be an advantage.
- Prior experience in preparing Minutes of Meetings, maintaining trackers, and coordinating follow-ups will be preferred.

B. Key Skills & Competencies

- Excellent coordination and follow-up skills.
- Ability to manage multiple tasks and deadlines.
- Proactive approach with a strong sense of ownership.
- Professional and confident approach while interacting with different stakeholders.
- Ability to maintain confidentiality and handle sensitive information.
- Good organizational and time-management skills.
- Working knowledge of MS Office, particularly Excel, Word, and PowerPoint.
- Familiarity with Outlook/Google Calendar.

Pay: ₹25,000.00 - ₹35,000.00 per month

Application Question(s)

- Total years of Experience
- Notice/ Joining Period

Work Location: In person

📌 Executive Assistant/ Coordinator- MD (Freshers OK) (Goregaon)
🏢 Swizzkiss Icecreams
📍 Goregaon