About the Role
We are looking for a highly organised, proactive, and detail-oriented Executive Assistant to support the Managing Partner in coordinating and managing activities across MACCIA and WILL. The role requires strong communication and coordination skills, excellent calendar management, and the ability to independently coordinate meetings, events, and administrative requirements across both organisations. The ideal candidate should be comfortable working with multiple stakeholders, managing competing priorities, and ensuring smooth execution of events and engagements.
Key Responsibilities
1. Coordination & Stakeholder Management
● Act as the primary coordination point between the Managing Partner and teams/stakeholders across MACCIA and WILL.
● Coordinate with internal teams, external stakeholders, vendors, speakers, guests, and event partners.
● Follow up on assigned tasks and ensure timely completion.
● Maintain clear communication and ensure that important information is effectively communicated between all concerned parties.
2. Calendar & Schedule Management
● Manage and maintain the Managing Partner's calendar across both organisations
. ● Schedule and coordinate meetings, appointments, calls, conferences, and other engagements.
● Ensure appropriate scheduling and avoid conflicts between commitments.
● Provide timely reminders and updates regarding meetings and important events.
● Coordinate travel and other logistical arrangements, wherever required. 3. Event Management & Coordination
● Coordinate and assist in organising events, conferences, meetings, seminars, networking sessions, and other programmes.
● Coordinate with venues, vendors, speakers, guests, and participating organisations.
Prepare event schedules, checklists, guest lists, and other event-related documents.
● Ensure that all logistical and administrative arrangements are completed on time.
● Be present at events, wherever required, to assist with on-ground coordination and execution.
Documentation & MIS
● Prepare and maintain documents, trackers, schedules, meeting notes, and follow-up sheets.
● Maintain accurate records using Google Sheets/Excel and Google Docs/MS Word.
● Prepare basic MIS reports and status updates for the Managing Partner.
● Track action items arising from meetings and follow up with relevant stakeholders. 5. Administrative Support
● Assist the Managing Partner with day-to-day administrative and organisational requirements.
● Prepare meeting agendas and collate relevant documents and information before meetings.
● Handle confidential information with discretion.
● Monitor pending tasks and ensure timely follow-ups.
● Support the Managing Partner in coordinating professional engagements across both organisations. Required Skills & Qualifications
● 2–4 years of experience as an Executive Assistant, Personal Assistant, Coordinator, Event Coordinator, or similar role.
● Excellent coordination and organisational skills.
● Strong event management and execution skills.
● Excellent verbal and written communication skills.
● Fluency in Marathi is mandatory/preferred, along with proficiency in English and Hindi.
● Strong working knowledge of Google Sheets, Google Docs, MS Excel and MS Word.
● Good calendar and schedule management skills.
● Ability to manage multiple tasks and priorities simultaneously.
● Strong follow-up skills and attention to detail.
● Ability to work independently and take ownership of assigned responsibilities.
● Professional, presentable, proactive, and comfortable interacting with senior stakeholders.
Key Competencies
● Coordination & Follow-up
● Event Management
● Calendar Management
● Stakeholder Management
Communication Skills
● Time Management
● Documentation & Reporting
● Problem-Solving
● Attention to Detail
● Confidentiality & Professionalism
Ideal Candidate
The ideal candidate will be someone who is highly organised, confident in dealing with people, proactive with follow-ups, and capable of independently coordinating multiple activities simultaneously. Since the role involves working closely with the Managing Partner and coordinating between two organisations, the candidate must demonstrate maturity, discretion, strong interpersonal skills, and excellent execution abilities.
Pay: ₹30,000.00 - ₹38,000.00 per month
Work Location: In person
