PMO Executive Assistant

Role Overview

The PMO + Executive Assistant will support the MD and leadership team in driving organizational priorities, project governance, business reviews, MIS, and cross-functional follow-ups.

The role requires someone who can operate with high ownership, confidentiality, urgency, and attention to detail, while coordinating with multiple functions and ensuring that key decisions and action items are executed on time.

Key Responsibilities PMO & Project Governance

• Support the MD and leadership team in tracking strategic projects, business initiatives, and critical action items.
• Maintain project trackers, dashboards, MIS and management reports.
• Coordinate periodic project review meetings and management reviews.
• Track milestones, deliverables, dependencies, risks, delays and escalation points.
• Follow up with functional/project teams to ensure timely closure of action items.
• Prepare weekly/monthly project and business review reports for leadership.
• Consolidate updates from Engineering, Projects, Procurement, Finance, HR, Operations and other functions.
• Maintain action trackers and ensure ownership and deadlines are clearly defined.
• Highlight critical deviations, bottlenecks and pending decisions to leadership.

Executive Assistance to MD / Leadership

• Manage the MDs calendar, meetings, appointments and priorities.
• Prepare meeting agendas, briefing notes, presentations and review materials.
• Attend important meetings, capture Minutes of Meeting (MoM) and track action items to closure.
• Coordinate with internal and external stakeholders on behalf of the MD.
• Support preparation of management presentations, business reviews and leadership decks.
• Maintain confidentiality of sensitive business, financial and strategic information.
• Ensure timely follow-up on decisions taken by the MD and leadership team.

MIS & Reporting

• Prepare and maintain daily/weekly/monthly MIS for leadership.
• Develop dashboards and trackers for project progress, procurement, financials, manpower, timelines and key business metrics.
• Analyze data and provide concise summaries highlighting status, risks, delays and required actions.
• Ensure accuracy and timely circulation of management reports.
• Maintain structured documentation and records for leadership reviews.

Cross-Functional Coordination

• Act as a central coordination point between the MD, project teams and corporate functions.
• Drive follow-ups across departments and ensure commitments are delivered within timelines.
• Coordinate with external consultants, vendors, clients and business partners when required.
• Support leadership in resolving cross-functional dependencies and escalations.

Required Qualifications

• Bachelors degree in Engineering, Management, Business Administration, Finance or a related field.
• 8–15 years of experience in PMO, Executive Office, Project Coordination, Management Consulting, Business Operations or Executive Assistant roles.
• Experience working directly with MDs, CEOs, CXOs or senior leadership is highly preferred.
• Strong experience in project tracking, MIS, management reporting and stakeholder coordination.
• Excellent proficiency in MS Excel, PowerPoint and Word.
• Experience with project management / reporting tools is an advantage.

Preferred Industry Experience

• Data Centers / AI Data Centers
• Infrastructure / EPC
• Engineering & Construction
• Power / Energy
• Mission Critical Infrastructure
• Industrial Projects
• Technology / High-growth organizations

Key Competencies

• Strong project management and execution skills
• Excellent follow-up and coordination skills
• Strong analytical and problem-solving ability
• Excellent written and verbal communication
• Advanced MS Excel and PowerPoint skills
• Strong presentation and reporting capability
• Ability to manage multiple priorities simultaneously
• High attention to detail and accuracy
• Strong stakeholder management skills
• Ability to work with senior leadership
• High level of confidentiality and integrity
• Ownership-driven and execution-oriented mindset
• Ability to work in a fast-paced, rapidly scaling organization

Success in the Role

• The successful candidate will ensure that leadership priorities are converted into clear actions, tracked rigorously,
• and closed on time, while providing the MD with accurate information, effective coordination and visibility across
• critical business and project initiatives.

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