Executive Assistant

Job highlights

• Graduate with MBA/PGDM preferred, experience as Executive Assistant in Real Estate/Construction, proficiency in MS Office and AI familiarity
• Manage Director's calendar, coordinate meetings and travel, prepare reports and presentations, handle correspondence, maintain confidentiality, and follow up on tasks

A leading client is hiring for a highly organized, proactive, and professional Executive Assistant to the Director who will provide comprehensive administrative and executive support. The candidate will be responsible for managing the Directors schedule, coordinating meetings, handling correspondence, preparing reports, maintaining confidential information, and ensuring smooth coordination between the Director and various departments.

Key Responsibilities

1. Calendar & Schedule Management

• Manage the Directors daily calendar, appointments, meetings, and commitments.
• Schedule and coordinate internal and external meetings.
• Ensure timely reminders and follow-ups for important meetings and activities.
• Coordinate travel plans, meetings, and other official engagements.

2. Communication & Coordination

• Act as the primary point of contact between the Director and internal/external stakeholders.
• Handle emails, calls, messages, and correspondence professionally.
• Coordinate with HODs and department teams on matters assigned by the Director.
• Follow up with concerned departments for pending tasks and updates.

3. Meeting Management

• Prepare meeting agendas, presentations, and required documents.
• Attend meetings when required and record Minutes of Meeting (MOM).
• Track action points and follow up with respective team members.
• Ensure timely closure of tasks assigned by the Director.

4. MIS & Reporting

• Prepare daily, weekly, and monthly reports as required.
• Collect information and updates from different departments.
• Prepare presentations, summaries, dashboards, and management reports.
• Maintain proper records of important management-related documents.

5. Administrative Support

• Maintain confidential files, documents, agreements, and correspondence.
• Handle official documentation and approvals.
• Coordinate with vendors, clients, consultants, and other external stakeholders when required.
• Support the Director in day-to-day administrative and operational activities.

6. Follow-Up & Task Monitoring

• Maintain a tracker of important assignments given by the Director.
• Regularly follow up with concerned HODs and team members.
• Highlight delays, pending approvals, and critical issues to the Director.
• Ensure that management instructions are communicated and followed up effectively.

7. Confidentiality

• Maintain strict confidentiality of business, financial, employee, client, and management information.
• Handle sensitive documents and communications with complete discretion.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Good follow-up and coordination abilities.
• Excellent proficiency in MS Office – Excel, Word and PowerPoint.
• Ability to prepare professional presentations and MIS reports.
• Strong attention to detail.
• Ability to multitask and work under pressure.
• Professional personality and strong interpersonal skills.
• High level of confidentiality and discretion.
• Proactive approach with the ability to anticipate requirements.
• Good decision-making and problem-solving abilities.
• Familier with AI

Educational Qualification

• Graduate in any discipline.
• MBA / PGDM / relevant management qualification will be an added advantage.

Preferred Candidate Profile

• Female candidate preferred.
• Experience working as an Executive Assistant, Personal Assistant, Management Executive, or Executive Secretary.
• Experience in Real Estate / Construction / Infrastructure will be preferred.
• Candidates should be comfortable coordinating with senior management and multiple departments.
• Excellent English communication is required.