Urgent Search Chapter Office Executive

Job Description

About Company

www.digitide.com

Position Summary

The PMI Pune Deccan India Chapter is seeking a proactive, responsible, and enthusiastic Chapter Office Executive & Administrative Assistant to manage the daily functioning of the Chapter office, assist board members and volunteers, coordinate chapter events, and serve as the first line of contact for members. This full-time role requires fluency in Marathi, English, and Hindi, strong administrative skills, and a service-oriented mindset.

Key Responsibilities

- Office Administration
- Ensure the Chapter office is well-maintained, clean, and operational at all times.
- Handle all incoming and outgoing communications (calls, emails, couriers, etc.).
- Maintain records, inventories, receipts, and digital/physical files.
- Coordinate with service providers/vendors for office utilities, internet, and repair/maintenance.
- Manage petty cash, maintain expense registers, and support monthly reconciliation.
- Member Support & Coordination
- Act as the first point of contact for member queries, grievances, and feedback, logging and escalating appropriately.
- Maintain an updated member interaction log.
- Coordinate with the Membership portfolio to help address member issues or requests.
- Support the use of Chapter office as a co-working/event venue, including:

- Internal bookings for chapter events and volunteer meetings.
- Bookings at subsidized rates for PMI members, as per defined policy.
- Ensure facility readiness, visitor protocols, and feedback collection.

- Execute occasional outbound calling campaigns to members to notify about key events, surveys, or announcements.
- Event Coordination & Support
- Provide logistical support before, during, and after events, including AGMs, conferences, workshops, and SIG sessions.
- Manage event kits, badges, registration desks, and certificates.
- Liaise with vendors for venue bookings, catering, AV setup, and transportation.
- Ensure availability of promotional materials, banners, and merchandise.
- Board & Volunteer Assistance
- Support scheduling and coordination of board meetings and committee discussions.
- Record and circulate minutes, manage shared calendars, and track follow-ups.
- Assist new volunteer onboarding and general coordination activities across portfolios.
- Digital & Communication Support
- Maintain membership and volunteer databases, event attendee lists, and contact logs.
- Assist in sending out newsletters, announcements, and SMS/WhatsApp/email campaigns using designated tools.
- Support basic content updates on the website and assist with social media coordination if required.
- Compliance & Records Management
- Maintain digital and hard copies of chapter documents such as vendor agreements, event reports, and finance records.
- Assist with audit readiness by ensuring proper filing of invoices, bills, contracts, and member interaction logs.

Qualifications & Skills

- Graduate (any stream); diploma in office administration, secretarial practice, or event management preferred.
- 24 years of administrative, operations, or front-desk experience.
- Fluency in Marathi, English, and Hindi both spoken and written is mandatory.
- Good knowledge of MS Office (Word, Excel, PowerPoint), Google Workspace, and digital communication tools.
- Ability to operate telephony and virtual collaboration platforms (Zoom, Google Meet, MS Teams).
- Organized, disciplined, and service-minded with strong communication and interpersonal skills.

Desirable Attributes

- Experience in dealing with professionals, members, or non-profit communities.
- Willingness to occasionally work on weekends/public holidays for event support.
- Familiarity with bulk messaging tools or CRM platforms is a plus.
- Pleasant personality with a problem-solving attitude and high integrity.

Skills: administrative,records,communication,event handling,office assistant

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