Back Office Executive

Key Responsibilities 1. Executive & Administrative Support

• Provide day-to-day administrative support to senior management.

• Manage calendars, meetings, appointments, travel schedules, and reminders.

• Prepare meeting agendas, MOM (Minutes of Meeting), action trackers, and follow-up schedules.

• Screen, prioritize, and manage emails, calls, messages, and correspondence.

• Draft professional emails, letters, reports, presentations, and internal communications as required.

• Organize and maintain records, files, agreements, proposals, and confidential business documents.

2. Coordination & Follow-up

• Coordinate day-to-day activities across the group's companies; maintain separate tracking of tasks, priorities, and pending matters for each entity.

• Coordinate with internal teams such as Sales, Project Execution, Procurement, Accounts, HR, and Operations across group companies to ensure timely completion of assigned tasks.

• Follow up with clients for pending payments and collections, and keep management updated on outstanding balances and commitments.

• Track pending tasks, deadlines, approvals, and escalations, and provide regular updates to management.

• Ensure action items from meetings are monitored and completed within timelines.

• Maintain proper follow-up with concerned team members and stakeholders until task closure.

• Follow up proactively through phone calls, WhatsApp, and email — rather than waiting for instructions.

• Escalate delayed or critical matters to management in a timely manner. The responsibility is not simply to remind people. The responsibility is to drive the task towards closure.

3. MIS & Reporting

• Prepare daily and weekly task-status reports for management.

• Maintain pending and overdue task reports.

• Collect business updates from relevant team members and departments.

• Prepare simple business-wise MIS as required.

• Track important sales, collection, payment, operational, and administrative updates.

• Provide management with concise and accurate information for decision-making.

4. Business & Back Office Support

• Support management in organizing and maintaining business information and records.

• Maintain project/business-wise records such as client details, quotations, contracts, approvals, and vendor communications.

• Coordinate with relevant teams for status updates and reporting.

• Prepare and maintain reports, trackers, statements, and other business documentation as required.

5. Client & Stakeholder Communication

• Act as a point of coordination between management and clients, vendors, consultants, and other stakeholders.

• Schedule and coordinate client meetings, review calls, and follow-up discussions.

• Maintain professionalism and confidentiality while communicating on behalf of management.

• Support in preparing client presentations, proposals, and business correspondence.

6. Travel, Meeting & Event Coordination

• Arrange travel, hotel bookings, local transport, and itinerary planning for management whenever required.

• Coordinate internal meetings, vendor meetings, and business review meetings. • Ensure meeting rooms, presentations, files, and supporting documents are ready in advance.

• Assist in organizing business events, exhibitions, industry meetings, or leadership visits where applicable.

7. Confidentiality & Process Discipline

• Handle sensitive business and management information with strict confidentiality.

• Maintain professionalism, discretion, and maturity while dealing with business-critical matters.

• Ensure discipline in follow-up, record keeping, communication, and task closure. Required Skills & Competencies

• Strong organizational and time-management skills.

• Excellent written and verbal communication.

• Strong follow-up and coordination ability.

• Ability to prioritize tasks and work under deadlines.

• High level of confidentiality, ownership, and professionalism.

• Good documentation and reporting skills.

• Good command of English and Hindi; Gujarati will be an advantage.

• Strong command over MS Office / Google Workspace (Excel, Word, PowerPoint, Outlook, Google Sheets, Docs, Calendar).

• Ability to work closely with senior management and manage multiple workstreams.

• Problem-solving mindset and proactive approach to task management.