Back Office Operation Executive

Job Description – Executive Assistant & Operations Coordinator

Position

Executive Assistant & Operations Coordinator

Location: Deccan Gymkhana, Pune (Preferred)
Employment Type: Full-Time

About the Role

We are looking for a proactive, highly organized and tech-savvy Executive Assistant to work directly with the Founder. This role goes beyond calendar management—it involves coordinating business operations, managing communication, tracking projects, supporting marketing initiatives, and ensuring that important tasks never fall through the cracks.

The ideal candidate should enjoy organizing work, following up with people, and using technology to improve productivity.

Key Responsibilities

Executive Support

• Manage email inboxes and prioritize communications.

• Draft emails, responses, and business correspondence.

• Manage calendar, meetings, appointments, and travel.

• Organize documents, notes, and meeting action items.

• Track personal and business to-do lists.

Operations Coordination

• Follow up with internal team members on pending work.

• Coordinate with clients for documents, approvals, and updates.

• Track ongoing projects and deadlines.

• Prepare daily and weekly status reports for management.

• Maintain task trackers and ensure timely completion.

Sales & Client Support

• Prepare and send proposals.

• Follow up on quotations and sales enquiries.

• Generate invoices and monitor client billing.

• Coordinate onboarding activities for new clients.

• Maintain CRM and client records.

Marketing Support

• Coordinate LinkedIn posts, newsletters, and email campaigns.

• Follow up with marketing agencies and freelancers.

• Update website content where required.

• Track campaign performance and maintain marketing calendars.

Administration

• Prepare MIS reports and presentations.

• Maintain digital filing systems.

• Coordinate vendors and service providers.

• Assist in office administration and procurement.

Skills Required

• Excellent written and spoken English.

• Strong organizational and follow-up skills.

• Excellent email drafting ability.

• High attention to detail.

• Ability to manage multiple priorities simultaneously.

• Professional communication skills.

• Strong analytical and problem-solving mindset.

Technical Skills

• Microsoft Office / Google Workspace

• Excel

• ChatGPT and AI productivity tools

• Zoho applications (preferred)

• CRM software

• Project management tools (ClickUp, Trello, Asana, or similar)

Preferred Qualifications

• Graduate in Commerce, Management, Engineering, or equivalent.

• 2–5 years of experience in Executive Assistance, Operations, Project Coordination, or Business Support.

• Experience in a CA firm, startup, or professional services firm will be an advantage.

Key Performance Indicators (KPIs)

• Inbox maintained with zero pending priority emails.

• Timely follow-up on client and internal action items.

• Proposal turnaround within agreed timelines.

• Billing completed on schedule.

• Daily management dashboard shared on time.

• High task completion rate and deadline adherence.

• Accurate documentation and reporting.

What We Offer

• Opportunity to work directly with the Founder.

• Exposure to accounting, taxation, automation, AI, and business operations.

• Fast learning and career growth.

• Dynamic and technology-driven work environment.

• Performance-based incentives and professional development opportunities.

• It is a Full Time Back Office / Data Entry job for candidates with 0 - 5 years of experience.