Project Assistant

Interested in a career that matters?

Title - Project Assistant

In this role you’ll make an impact by:

Job Purpose

Primarily to support the Project Director by coordinating everyday tasks at the project.

• Calendar management
• Meeting coordination and Mo
• Action item follow-up
• Travel and logistic
• Email triaging and light correspondence
• Calendar and Schedule Management
• Maintain and update the calendar, ensuring effective time allocation for meetings, reviews, site visits, and strategic planning.
• Proactively block time for priority tasks, travel, breaks, and preparation.
• Resolve scheduling conflicts and anticipate scheduling needs ahead of time.
• Meeting Coordination and Facilitation
• Schedule and organize meetings (internal and external), virtual or in-person, including team reviews, vendor meetings, and global stakeholder calls.
• Prepare and circulate meeting agendas in advance.
• Record, draft, and distribute Minutes of Meetings (MoMs) with clear action items, owners, and deadlines.
• Track and follow up on action items from meetings to ensure timely completion.

• Email and Communication Management
• Review and prioritize incoming emails and messages on behalf of the Director.
• Draft, reply to, or flag non-critical communication for review.
• Maintain confidentiality and tone consistency in all communications.
• Liaise with internal teams and external partners to ensure timely responses.
• Travel and Logistics Planning
• Organize domestic and international travel (flights, accommodation, transport, visa support).
• Prepare detailed travel itineraries with meeting schedules and contact info.
• Coordinate with travel teams and vendors for last-minute changes or requirements.
  
  

• Project and Stakeholder Coordination
• Serve as a point of contact for internal stakeholders, vendors, and consultants on administrative/project scheduling matters.
• Help in preparing high-level summaries or reports for project status, milestones, and follow-ups.
• Support project documentation coordination with teams like engineering, procurement, and validation.
• Administrative & Operational Support
• Maintain a system for tracking key deliverables, deadlines, approvals, and signatures.
• Coordinate with finance or procurement teams for budgeting, invoicing, and vendor payment tracking if required.
• Manage expense reporting and approvals related to travel and meetings.
• Confidentiality and Professionalism
• Handle sensitive information (project data, vendor contracts, strategic discussions) with discretion.
• Represent the Director professionally in communications and scheduling.
  
  

Additional Value the Executive Assistant Can Bring:

• Proactive decision-making on routine matters to reduce micro-involvement.
• Early warning system — flagging delays, schedule overloads, or risks related to meetings/tasks.
• Process improvement — streamlining calendar, travel, or communication workflows.
• Time optimization — ensuring high-value time isn’t spent on low-priority tasks.
• Light project coordination — helping ensure documentation or follow-ups are on track between internal teams and consultants/vendors.
• Bachelor’s Degree in any discipline (preferably in Business Administration, Management, Communications, or a related field) with minimum 3-5 years of Experience
• Job Location - Patalganga MIDC (Near Panvel, Navi Mumbai)
• Transport - Available from Kharghar and Panvel Station.
  
  

Our purpose guides the way

In Novonesis, we know that solutions rooted in biology can help solve humanity’s biggest challenges. Since we began more than a century ago, this has been our guide. It’s how we've gotten so far. And it’s how we'll impact the future. Now, more than ever, the world needs change. And with biosolutions, the possibilities for transformation are endless. If our purpose resonates with you, we encourage you to apply.

Opportunities for everyone

We are committed to an inclusive recruitment process and equal opportunity for all applicants. Therefore we ask you to apply without a cover letter or photo and instead include a few sentences in your CV explaining your motivation for applying.

We make all employment decisions based on business needs and welcome candidates with a wide range of backgrounds, including ethnicity, religion, gender, sexual orientation, age, disability, or veteran status.

Explore Other Openings

If this position isn’t the right fit, you may still find other opportunities with us. You’re welcome to explore open roles or create a job agent to stay connected with future opportunities at novonesis.com/Career

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