Secretary / Executive Assistant

Job DescriptionManager – Hinjewadi Branch Office Pune & Secretary to MD

WIFI Foundation Incubation NPO & PSP-IP & Associates Pvt Ltd

Position Summary

The Manager – Hinjewadi Branch Office Pune & Secretary to MD shall serve as a strategic leadership role within WIFI Foundation Incubation NPO. The position combines responsibilities of Branch Operations Head, Executive Secretary to the Managing Director, Administrative Leader, Business Development Coordinator, and Chief Operating Officer (COO)-equivalent for execution and implementation of organizational initiatives.

The incumbent shall act as the primary operational representative of the Managing Director and shall be entrusted with authority to manage day-to-day operations, coordinate stakeholders, drive execution, supervise teams, and ensure successful implementation of all activities, projects, incubation centers, startup programs, consultancy assignments, events, and business initiatives across Pune, Maharashtra, PAN India, and international locations.

• Key Responsibilities1. Executive Secretary to Managing DirectorManage the office of the Managing Director.
• Schedule, coordinate and attend meetings with the MD.
• Prepare meeting agendas, minutes, presentations, reports and follow-up action plans.
• Represent the MD in meetings, discussions and communications whenever authorized.
• Coordinate with government officials, universities, industries, startups, investors, institutions and stakeholders.
• Handle confidential correspondence, documentation and strategic communications.
• Manage MD's calendar, appointments, travel schedules and business commitments.
• 2. Branch Office Management – PuneOverall responsibility for complete operations of the Hinjewadi Branch Office.
• Ensure smooth functioning of all administrative, operational and business activities.
• Manage office infrastructure, facilities, resources and vendor relationships.
• Monitor daily branch performance and operational efficiency.
• Ensure achievement of organizational goals and KPIs.
• 3. Leadership & Team ManagementLead, supervise and mentor staff members, interns, trainees and consultants.
• Conduct recruitment, onboarding and performance management.
• Allocate responsibilities and monitor execution.
• Build a high-performance culture focused on accountability and results.
• Conduct regular review meetings and progress assessments.
• 4. Human Resources & Talent AcquisitionRecruit interns, associates, consultants, managers and leadership positions.
• Coordinate campus hiring, internship drives and talent acquisition programs.
• Develop manpower plans for all offices and incubation centers.
• Monitor employee productivity and performance metrics.
• Maintain HR records and compliance documentation.
• 5. Business Development & Client Relationship ManagementAct as the primary point of contact for clients on behalf of the Managing Director.
• Handle incoming calls, emails, inquiries and business communications.
• Develop relationships with educational institutions, MSMEs, startups, industries and government bodies.
• Conduct follow-ups and ensure closure of business opportunities.
• Assist in securing MoUs, partnerships, sponsorships and collaborations.

6. Travel & External RepresentationExtensive travel shall be an integral part of the role.

The incumbent shall be required to travel across:

• Schools
• Colleges
• Universities
• MSME Industries
• Corporate Organizations
• Startup Ecosystems
• Government Departments
• Incubation Centers
• Conferences, Summits and Events

Responsibilities include:

• Conducting presentations and meetings.
• Delivering institutional proposals.
• Organizing events and startup programs.
• Representing WIFI Foundation before stakeholders.
• Building strategic partnerships and collaborations.

7. Operations & Implementation LeadershipActing in a COO-like capacity, the incumbent shall:

• Deploy organizational strategies approved by the MD & CEO.
• Monitor execution of all projects and initiatives.
• Ensure timely implementation of incubation programs, startup cohorts, consultancy projects and events.
• Coordinate between various departments and regional offices.
• Establish systems, processes and SOPs.
• Ensure operational excellence and organizational growth.
• 8. Multi-City, National & International CoordinationCoordinate operations of incubation centers and branch offices across multiple cities and states.
• Support establishment of new incubation centers and Centers of Excellence.
• Coordinate international collaborations and institutional partnerships.
• Facilitate communication between various regional offices.
• Ensure uniform implementation of organizational policies.

9. Event Management & Program ExecutionLead planning and execution of:

• Startup Cohorts
• Hackathons
• Innovation Challenges
• Conferences
• Summits
• FDP Programs
• Award Ceremonies
• Alumni Meets
• Industry Meets
• Investor Meets
• Women Entrepreneurship Programs
• 10. Documentation & ReportingMaintain organizational records and documentation.
• Prepare reports, presentations and progress dashboards.
• Track project milestones and deliverables.
• Submit periodic reports to the MD & CEO.
• Ensure compliance and record management.

Authority & Reporting StructureThe Manager – Hinjewadi Branch Office Pune shall function as the principal operational authority of the organization and shall exercise delegated powers from the Managing Director.

• All employees, interns, associates and office staff at the Hinjewadi Branch Office shall report to her.
• Branch offices, incubation centers and operational teams across locations may coordinate through her office as designated by management.
• She shall possess authority to assign work, monitor execution, review performance and ensure implementation of organizational decisions.
• She shall serve as the operational bridge between the Managing Director and all stakeholders.
• Desired QualificationsGraduate/Postgraduate in Management, Engineering, Commerce, Law or related disciplines.
• Strong communication and leadership abilities.
• Experience in administration, operations, business development, startups, education sector or incubation ecosystem preferred.
• Required to travel extensively across India and internationally as & when required 
• Strong organizational, presentation and stakeholder management skills.
• Preferred Personality TraitsLeadership-oriented
• Result-driven
• Highly organized
• Professional and diplomatic
• Entrepreneurial mindset
• Strong execution capability
• Excellent interpersonal skills
• Ability to work independently under dynamic environments

Position Level:Equivalent to Branch Head / Chief Operating Officer (Operations) / Executive Secretary to MD

Location:Corporate Office – Hinjewadi, Pune, Maharashtra, India

Reporting To:Managing Director & CEO

WIFI Foundation Incubation NPO

With Regards

- Ms. Smita Sanap, Director (Kokan Region)

- Ms. Blessy Mary, Director (Mumbai Region) 

- Mr. Ajay Jakle, Director (Mumbai Suburban & Navi Mumbai)

- Ms. Sayyeda Khuteja (Khushi), Director (Marathwada Region)

Hinjewadi Corporate office address 

WIFI WOMEN FOUNDATION INCUBATION NPO for Entrepreneurs 

Corporate Branch Office Hinjewadi Pune: 320 , Third Floor, Suratwala Mark Plazzo Hinjewadi, Opp. Marriott Courtyard, Hinjawadi Rajiv Gandhi Infotech Park, Pune, MH-INDIA

📍 Hinjewadi Branch Location: https://g.co/kgs/nXZRxUD

Visit to refer Company Profile/ Consultancy Services:

www.wifiwomenfoundation.org

www.pspipassociates.com 

Visit to refer MD & CEO Profile:

www.SuryakantPatil.in