Executive Assistant, Admin & Project Coordinator

Work Arrangement:Full-time, on-site at T. Nagar office24 working days/month, 9:00 AM to 6:00 PM

Role Overview:This is a multi-functional and integrated role that combines Executive Assistance, Office Administration, and Project Coordination. The individual will act as the operational backbone of the organization, directly assisting the CEO while also managing internal teams, vendors, clients, documentation, and performance.

Executive Assistance & Daily Operations:

• Attend a daily briefing call with the CEO at a mutually agreed time (before 1 PM) to set daily priorities and receive task updates
• Monitor DeskTime software to ensure all staff work hours, login/logout, and productivity are aligned
• Track and follow up tasks of the Lead Identification Executive and Business Development Executive
• Ensure the Business Development/Engagement Executive is actively pursuing and converting leads, and the Lead Identification Executive is researching targets effectively
• Maintain confidentiality and high-quality communication on all matters

Administrative Responsibilities:

• Handle travel bookings (bus/train/flight/hotel) for CEO, clients, or staff as required
• Raise and email client invoices, send reminders, and track payment status daily
• Follow up on client payments and coordinate with the accounts team
• Coordinate with auditors for GST payments, monthly filings, and IT returns
• Assist in preparing monthly GST documentation and ensure all compliance timelines are met
• Maintain TDS records, assist with voucher filing, and reconcile entries with bank or financial reports
• Print, scan, number, and file physical documents; maintain proper digital file backups
• Control and label all incoming and outgoing documents with standardized formats
• Ensure all courier dispatches, office supply inventory, and admin logistics are streamlined

Communication & Digital Handling:

• Respond to and manage all company email inboxes efficiently
• Operate company WhatsApp accounts across departments (Admin, BD, Projects)
• Draft professional messages, emails, notices, and file acknowledgements
• Coordinate communication with external stakeholders including auditors, clients, consultants, and legal teams

Project & Client Coordination:

• Maintain lead trackers and follow up entries from the Lead Executive and BD Executive
• Ensure timely client follow-ups, documentation submission, and feedback collection
• Act as a single point of contact between clients and SHS-assigned project associates (clients and associates must not interact directly)
• Track project tasks, document readiness, file formats, submission dates, and approval status
• Maintain structured dashboards for project progress and client communication

Team & Workflow Management:

• Track all internal staff updates and report exceptions to the CEO
• Coordinate with field runner for documentation pickup/drop, physical visits, and errand execution
• Follow up with the Business Development and Lead Identification team to ensure daily task completion and lead progress
• Support freelancers, vendors, and support teams by providing timelines, resource access, or reminders
• Track escalations, document open tasks, and coordinate with concerned departments for closure
• Ensure documentation and communication related to leads, customer payments, financial filings, and approvals are progressing as per plan

Required Profile:

• 1 to 4 years of experience in administration, executive assistance, or office coordination
• Fluent in English and Tamil (spoken and written); Hindi preferred
• Proficient in MS Office, email handling, Google Drive, WhatsApp Web, Excel, and cloud filing
• Skilled in document formatting, structured filing, official correspondence, and process tracking
• Must have valid LinkedIn Marketing / Digital Marketing Certificate (Udemy or equivalent certified platform)
• Must have strong written and spoken English communication skills

Key Competencies:

• Strong attention to detail and process-oriented thinking
• Deadline and follow-up discipline
• Multitasking ability and confident internal/external communication
• Ownership mindset and coordination efficiency

Reporting:

• Reports directly to the CEO and manages performance tracking across departments
• Maintains summaries of DeskTime logs, work updates, invoice records, and project-wise statuses

Note: This role functions as the administrative, executional, and coordination anchor of SHS Advisory Group. It requires close monitoring of all support roles, including the Business Development and Lead Identification functions, ensuring they are aligned with business goals. It demands consistent follow-up with clients, internal staff, and vendors while ensuring seamless movement of documentation and deliverables. This is a high-responsibility role requiring maturity, structure, and accountability in day-to-day operations.

This role also involves research-based headhunting across multiple sectors including investment banking, financial advisory, mergers & acquisitions, government incentives, and real estate advisory. The executive will independently identify companies, investors, decision-makers, buyers, sellers, and properties using multiple professional platforms — not limited to LinkedIn alone.

Combined Roles

• Identify companies entering Tamil Nadu across sectors requiring funding, advisory or M&A support
• Research & monitor government incentive schemes and beneficiaries
• Use LinkedIn and other online business platforms to directly identify decision-makers
• Use real estate platforms (99acres, MagicBricks etc.) to identify buyers, sellers, and land acquisition opportunities
• Perform ground-level research using news updates, state-level business announcements, industry portals, and sector reports
• Build one-on-one engagement with identified leads professionally
• Maintain a fully updated lead sheet (hot/cold tracking, history, contact records, status updates)
• Platforms To Be Used (Manual Research Work):
• LinkedIn
• Real estate listing platforms (99acres, MagicBricks, etc.)
• Business listing platforms
• Government & industry portals
• Business announcement monitoring
• Online media reports

Reporting & Supervision:

• Daily work must reflect 3.5 hours of fully engaged DeskTime-logged activity
• Daily target review with CEO
• Lead quality and conversion monitored regularly

Job Type: Full-time

Pay: ₹25,000.00 - ₹30,000.00 per month

Schedule:

• Monday to Friday

Application Question(s):

• Did you go through the job summary ?

Experience:

• executive/related: 2 years (Required)

Language:

• English (Required)

Work Location: In person

Expected Start Date: 02/07/2025