Job Summary
The Executive Assistant will provide high-level administrative, organizational, and confidential support to the Managing Director/Directors. The role requires excellent coordination, communication, and multitasking abilities to ensure the smooth functioning of executive operations. The Executive Assistant will coordinate with internal departments, project teams, clients, consultants, vendors, and government authorities while maintaining strict confidentiality and professionalism.
Key Responsibilities
Executive Support
- Manage the Executive's daily calendar, appointments, meetings, and travel schedules.
- Organize business meetings, conferences, and project review meetings.
- Prepare agendas, meeting minutes (MoM), and follow up on action items.
- Screen phone calls, emails, and correspondence.
- Draft professional letters, emails, reports, presentations, and official documents.
- Maintain confidential records and executive files.
Project Coordination
- Coordinate with project managers, site engineers, consultants, and department heads.
- Monitor project updates and prepare executive reports.
- Track deadlines and ensure timely completion of assigned tasks.
- Assist in preparing project presentations and progress reports.
- Follow up with vendors, contractors, and subcontractors regarding documentation and approvals.
Administrative Responsibilities
- Maintain office records, files, and documentation.
- Coordinate travel arrangements, hotel bookings, and itineraries.
- Organize board meetings and management review meetings.
- Maintain document control and filing systems.
- Ensure timely renewal of important licenses, agreements, and registrations.
- Documentation & Reporting
- Prepare MIS reports, dashboards, and management presentations.
- Maintain correspondence records.
- Compile project status reports.
- Prepare expense reports and reimbursement statements.
- Assist in preparing tender documents, contracts, and agreements whenever required
- Required Qualifications
- Bachelor's Degree in Business Administration, Management, Commerce, or a related field.
Experience
- 3–10 years of experience as an Executive Assistant, Executive Secretary, or Personal Assistant.
- Experience in the Infrastructure, Construction, EPC, Engineering, or Real Estate sector will be preferred.
Required Skills
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- High level of professionalism and integrity.
- Ability to maintain confidentiality.
- Excellent coordination and follow-up skills.
- Strong analytical and problem-solving abilities.
- Ability to work under pressure and manage multiple priorities.
- Attention to detail and accuracy.
Technical Skills
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with Google Workspace.
- Knowledge of ERP systems (SAP, Oracle, or similar) is an advantage.
- Familiarity with document management systems.
- Basic understanding of project management software..
- MBA or Postgraduate qualification will be preferred.
Pay: ₹15,000.00 - ₹25,000.00 per month
Benefits:
Work Location: In person
