Executive Assistant to Director

1. Position Summary

We are looking for a highly organized, proactive and responsible Executive Assistant to support the Director. The candidate should have minimum 5 years of relevant experience, preferably in the Real Estate or Construction industry, with practical exposure to Civil Engineering coordination, Legal Documentation and Administration. The role requires strong follow-up, coordination, documentation, communication and confidentiality skills. Also should well versed in English, Hindi & Gujarati and good at working with Google workspace.

2. Key Responsibilities

A. Executive Support

· Manage the Director’s calendar, appointments, meetings and travel arrangements.

· Prepare meeting agendas, Minutes of Meeting (MOM), presentations, MIS and management reports.

· Maintain a tracker of tasks and commitments assigned by the Director and ensure timely follow-up and closure.

· Screen and coordinate correspondence, emails, documents and other communications requiring the Director’s attention.

· Maintain confidentiality of sensitive business, financial, employee and legal information.

B. Civil Engineering & Project Coordination

· Coordinate with Project Execution teams, Civil Engineers, Architects, Structural Consultants and Contractors.

· Track project progress, milestones, approvals, pending issues and critical deadlines.

· Review and understand project-related drawings, BOQs, estimates, work progress reports and technical documents before presenting them to the Director.

· Coordinate site visits and collect project updates from concerned teams.

· Follow up on project-related approvals, NOCs and statutory requirements.

C. Legal Documentation & Coordination

· Coordinate with Legal Advisors, Consultants and concerned departments for legal matters and documentation.

· Maintain and track agreements, MoUs, development agreements, lease/sale documents, Power of Attorney and other property-related documents.

· Maintain records of notices, approvals, permissions, registrations and legal correspondence.

· Track document validity, renewals, pending actions and important legal deadlines.

· Ensure proper filing and retrieval of confidential legal documents.

D. Administration

· Coordinate administrative activities on behalf of the Director’s Office.

· Coordinate with vendors, consultants, government authorities, clients and other external stakeholders.

· Support procurement and administrative requirements as assigned by the Director.

· Maintain proper records, filing systems and documentation.

· Coordinate internal meetings, visits, events and official requirements.

E. Inter-Departmental Coordination

· Act as a communication and coordination bridge between the Director and HR, Finance, Projects, Sales, Legal and Administration departments.

· Collect required information from departments and prepare consolidated reports for management review.

· Follow up on pending decisions and action points until closure.

· Escalate critical delays, risks or issues to the Director in a timely manner.

3. Educational Qualification

· Bachelor’s Degree in Civil Engineering is preferred.

· Diploma in Civil Engineering with relevant experience may also be considered.

· Additional qualification in Business Administration / Management will be an advantage.

4. Experience

· Minimum 5 years of relevant professional experience.

· Experience as Executive Assistant, Executive Coordinator, Project Coordinator or similar role.

· Experience in Real Estate / Construction industry is preferred.

5. Required Knowledge & Skills

· Good understanding of Civil Engineering and construction terminology.

· Working knowledge of real estate documentation and legal coordination.

· Knowledge of RERA, municipal approvals, NOCs, NA permissions and land/property documentation will be an advantage.

· Excellent MS Word, Excel and PowerPoint skills.

· Strong drafting, documentation and business communication skills.

· Excellent follow-up, coordination, time-management and multitasking abilities.

· High level of confidentiality, professionalism and attention to detail.

Pay: ₹30,000.00 - ₹50,000.00 per month

Benefits:

• Flexible schedule
• Provident Fund

Work Location: In person