Executive Coordinator – Director’s Office

About the Role

Celestix Industries is looking for a smart, highly organised, technology-comfortable and dependable Executive Coordinator to work directly with the Director and coordinate priorities across multiple functions of the organisation.

This is not a routine administrative or desk-based coordination role. The position requires someone who can participate in meetings, understand business priorities, capture decisions accurately, convert discussions into clear action items and ensure commitments made by different departments are actually completed.

A major part of the role is maintaining visibility of what needs to happen, who is responsible, when it is due and whether it has genuinely been completed. The successful candidate must be naturally strong at follow-up while maintaining professional working relationships across the organisation.

The position offers significant exposure to senior management and to the operations of a manufacturing company, making it particularly suitable for someone looking to build a long-term career with increasing responsibility.

Key Responsibilities

Director Coordination

• Work directly with the Director on business priorities, open tasks and ongoing initiatives.
• Attend meetings with the Director and relevant internal teams.
• Take clear and detailed meeting notes.
• Convert discussions and decisions into specific action items, responsible owners and expected completion dates.
• Maintain visibility of open commitments and ensure important matters are not missed.
• Provide clear updates to the Director on completed tasks, pending items, delays and areas where intervention may be required. 

Internal Follow-Up

• Coordinate with department heads, managers and team members across the organisation.
• Follow up consistently on tasks assigned during meetings or directly by the Director.
• Build positive working relationships so follow-ups remain professional and constructive.
• Understand when a normal reminder is sufficient and when stronger follow-up is required.
• Push tasks toward closure without creating unnecessary conflict.
• Escalate delays, risks and repeated non-compliance when appropriate.
• Verify actual completion instead of accepting that a task is simply “being worked on.” 

Cross-Functional Coordination

The role will interact with multiple functions, including:

• Operations
• Production
• Sales
• Purchase
• Engineering
• Quality
• Supply Chain
• Logistics
• Finance
• IT
• Other support departments

The candidate is not expected to be a technical expert in every department. However, they must be able to understand unfamiliar subjects quickly, ask relevant questions, accurately document decisions and follow through on commitments.

Meeting & Action Item Management

• Attend cross-functional meetings with the Director.
• Capture important decisions, commitments and deadlines.
• Convert discussions into structured and trackable tasks.
• Assign or record ownership against each action item.
• Follow up with responsible departments until closure.
• Ensure small but important details are not lost after meetings.
• Provide concise status updates on open and completed actions.

Task Tracking & Execution

• Maintain an organised system for tracking multiple concurrent priorities.
• Monitor due dates and follow up before tasks become overdue.
• Identify dependencies or bottlenecks affecting completion.
• Ensure high-priority tasks receive appropriate attention.
• Escalate matters where delays may affect broader business objectives.
• Take ownership of follow-through without requiring repeated reminders from the Director.

Technology Skills

The ideal candidate should be comfortable working with computers, software and new technology and should be able to learn unfamiliar systems quickly.

Experience or familiarity with the following is preferred:

• Microsoft Excel
• ERP systems
• ChatGPT and other AI tools
• SQL or basic database concepts
• Power BI or similar reporting tools
• Microsoft Office
• General computer troubleshooting and technology

Expert-level knowledge of every system is not required. More important is the ability to understand technology quickly and use it confidently to solve practical business problems.

Required Experience

• 2–6 years of professional experience.
• Experience in coordination, operations, project coordination, sales coordination, manufacturing or a similar environment is relevant to the role.
• The source particularly identifies candidates with 2–4 years of professional experience as suitable, while strong candidates with 1–2 years may also be considered. 

Qualifications

Preferred educational backgrounds include:

• B.E. / B.Tech in Information Technology
• B.E. / B.Tech in Computer Science
• B.E. / B.Tech in Mechanical Engineering
• Another relevant technical discipline 

Preferred Technical Knowledge

• Strong computer skills.
• Good working knowledge of Microsoft Excel.
• Exposure to ERP systems.
• Familiarity with AI tools such as ChatGPT.
• Exposure to SQL or basic database concepts.
• Exposure to Power BI or similar reporting tools.
• Strong task-tracking and follow-up ability.
• Practical problem-solving skills.

Candidate Background

Relevant experience may include:

• Executive Coordination
• Operations Coordination
• Project Coordination
• Sales Coordination
• Manufacturing
• Cross-functional business coordination

The candidate should be comfortable interacting with junior employees, engineers, managers and department heads and should be capable of communicating effectively across different levels of the organisation.

Ideal Candidate

The ideal candidate is extremely detail-oriented. If several tasks are discussed in a meeting, every important item should be captured and followed through without routinely missing small details.

The person should be persistent but professional and comfortable following up multiple times when required while maintaining productive relationships with colleagues.

The candidate should be:

• Quick to understand unfamiliar business subjects.
• Highly accountable for assigned follow-up.
• Comfortable communicating across different levels of the organisation.
• Naturally interested in technology and learning new systems.
• Comfortable working inside a manufacturing facility.
• Strong at organisation, follow-through and task management.
• Interested in building a long-term career with increasing responsibility. 

Working Environment & Hours

This is an on-site factory position based in Changodar, Ahmedabad.

Because the role works directly with the Director, flexibility in working hours is important. There will regularly be days when the candidate needs to stay beyond normal factory hours to attend meetings, review priorities or close important tasks with the Director.

The position involves six full working days per week, with Sunday generally being a half working day.

Candidates should carefully consider the Changodar location and daily commute before applying. Candidates who live within a practical commuting distance of the factory or are willing to relocate closer are strongly preferred.

The role is best suited to someone comfortable with a demanding working environment who values the additional exposure and learning opportunity.

What You Will Gain

This position provides direct exposure to senior management and multiple functions of a manufacturing business.

The candidate will gain practical visibility into how decisions are made and executed across:

• Sales
• Operations
• Production
• Purchase
• Engineering
• Quality
• Supply Chain
• Logistics
• Finance
• IT
• Other business functions

As the candidate's capability and understanding increase, the objective is for their responsibility to progress from:

Coordination → Ownership → Independent Responsibility → Management

For an ambitious candidate early in their career, the position offers the opportunity to develop broad cross-functional business knowledge in a relatively short period.

What Success Looks Like

Success in this role means the Director does not need to repeatedly ask what happened to previously assigned tasks.

Meetings should result in clear actions, responsibilities and deadlines. Open items should remain visible until genuinely completed. Delays and risks should be identified early, departments should receive appropriate follow-up and important details should not be forgotten.

Over time, the successful candidate should progress beyond maintaining task lists and become someone the Director can depend on to coordinate increasingly important business priorities and independently drive matters toward completion.