Executive Assistant (EA) to Director – Execution & Project Operations
Large-Scale Theme Parks, Water Parks, Entertainment Zones, Museums & Interior Projects
Position Title:
Executive Assistant (EA) – Director
Reporting To:
Director / CEO – Projects & Execution
Location:
Mumbai (with travel to project sites as required)
Company Website: https://www.dfineart.in/
Company: Dfine Art Pvt. Ltd.
About the Role
We are seeking a highly organized, proactive, and execution-focused Executive Assistant to support the Director in managing large-scale Theme Parks, Water Parks, Entertainment Destinations, Museums, Experience Centre’s, Interior Fit-Outs, and Turnkey Creative Projects.
The role requires exceptional coordination skills, project tracking capabilities, stakeholder management, documentation expertise, and the ability to work in a fast-paced environment involving architects, designers, engineers, vendors, consultants, contractors, and clients.
The EA will act as the central coordination point between management and project teams, ensuring timely execution, communication, reporting, and follow-up of critical project activities.
Key Responsibilities
Executive & Administrative Support
- Manage Director's calendar, meetings, appointments, and travel schedules.
- Prepare meeting agendas, MOMs (Minutes of Meeting), action trackers, and follow-up reports.
- Draft professional emails, presentations, proposals, letters, and business correspondence.
- Coordinate internal and external meetings with clients, consultants, vendors, and project teams.
- Maintain confidential records, agreements, project files, and management documents.
Project Coordination & Execution Support
- Track ongoing Theme Park, Water Park, Museum, and Interior Fit-Out projects.
- Monitor project schedules, milestones, deliverables, and deadlines.
- Follow up with architects, designers, project managers, procurement teams, and site engineers.
- Maintain project dashboards and status reports for management review.
- Ensure timely closure of pending action items across departments.
- Coordinate site visits, inspections, and management reviews.
Vendor & Consultant Coordination
- Liaise with contractors, fabricators, artists, structural consultants, MEP consultants, and vendors.
- Track quotations, work orders, agreements, and project documentation.
- Coordinate with procurement and accounts departments for approvals and payments.
- Follow up on material dispatches, deliveries, and execution timelines.
Documentation & MIS Reporting
- Maintain project trackers, BOQs, budgets, contracts, and progress reports.
- Prepare weekly and monthly MIS reports.
- Organize project drawings, revisions, approvals, and technical submissions.
- Manage digital filing systems and document control procedures.
- Generate management reports and project summaries.
Client & Stakeholder Management
- Coordinate communication between clients and internal teams.
- Schedule project review meetings and presentations.
- Track client approvals and feedback.
- Ensure timely response to project-related communications.
- Support business development and proposal submissions when required.
Commercial & Contract Support
- Assist in tracking project budgets and commercial status.
- Monitor contract milestones and payment schedules.
- Coordinate with estimation, procurement, and finance teams.
- Maintain records of variations, approvals, and commercial correspondence.
Presentation & Reporting
- Prepare PowerPoint presentations for project reviews, client meetings, and management discussions.
- Compile project photographs, execution updates, and progress reports.
- Develop professional project status presentations for senior management.
Desired Skills & Competencies
Core Skills
- Strong Project Coordination Skills
- Excellent Communication & Follow-Up Ability
- Advanced MS Excel & MIS Reporting
- PowerPoint Presentation Preparation
- Documentation & Record Management
- Calendar & Meeting Management
- Vendor Coordination
- Multi-tasking and Prioritization
Technical Knowledge (Preferred)
Exposure to:
- Theme Parks
- Water Parks
- Museums
- Entertainment Projects
- Interior Fit-Out Projects
- Architecture & Design Industry
- Turnkey Execution Projects
- Construction & Project Management Processes
Software Proficiency
- Microsoft Excel (Advanced)
- Microsoft Word
- PowerPoint
- Google Workspace
- Zoho Projects / Zoho CRM
- Microsoft Project (Preferred)
- AutoCAD (Basic Understanding Preferred)
- ERP / Project Management Software
Qualification
- Bachelor's Degree in Business Administration, Management, Architecture, Engineering, Interior Design, or related field.
- MBA / PGDM will be an added advantage.
Experience
- 3–8 years of experience as Executive Assistant, Project Coordinator, PMO Coordinator, or Operations Coordinator.
- Experience in Theme Parks, Water Parks, Construction, Architecture, Interior Fit-Outs, Hospitality, Museums, or Entertainment Projects preferred.
Pay: ₹24,455.97 - ₹35,872.37 per month
Work Location: In person
