Position Summary
The Assistant Executive to the Director will serve as the primary support to the Director by ensuring smooth coordination of executive activities, strategic initiatives, business communications, and administrative functions. The incumbent will act as a trusted coordinator between the Director and internal as well as external stakeholders, enabling effective decision-making and timely execution of organizational priorities.
The role requires exceptional organizational skills, discretion, professionalism, and the ability to manage multiple priorities in a dynamic construction business environment.
Key Responsibilities
Executive Support
- Manage the Director's calendar, appointments, meetings, and travel schedules.
- Prioritize and coordinate daily activities based on business requirements.
- Prepare meeting agendas, presentations, reports, and briefing notes.
- Attend meetings with the Director, record Minutes of Meeting (MoM), and monitor action items until closure.
- Screen incoming communications and prioritize matters requiring the Director's attention.
Business Coordination
- Coordinate with department heads including Projects, Procurement, Finance, HR, Design, and Business Development.
- Track progress of critical business initiatives and ensure timely follow-up.
- Prepare weekly and monthly executive dashboards and status reports.
- Coordinate review meetings and ensure compliance with timelines.
Documentation & MIS
- Maintain confidential executive records and correspondence.
- Prepare business reports, analytical summaries, and presentations.
- Develop and maintain Management Information System (MIS) reports.
- Ensure proper documentation and filing of important company records.
Communication Management
- Draft professional emails, letters, circulars, and official communications.
- Liaise with clients, consultants, government authorities, vendors, and business associates.
- Coordinate appointments with external stakeholders.
- Represent the Executive Office professionally whenever required.
Project & Task Monitoring
- Track deliverables assigned by the Director.
- Follow up with respective departments regarding pending actions.
- Prepare progress trackers and exception reports.
- Escalate critical delays and risks appropriately.
Confidentiality & Governance
- Handle confidential business information with the highest level of integrity.
- Maintain confidentiality regarding contracts, commercial discussions, financial data, HR matters, and strategic decisions.
- Ensure compliance with company policies and governance practices.
Event & Meeting Management
- Organize Board Meetings, Management Review Meetings, Client Meetings, and Internal Reviews.
- Arrange logistics, meeting materials, presentations, and hospitality.
- Coordinate company events, leadership visits, and business conferences.
Pay: ₹18,500.00 - ₹35,000.00 per month
Benefits:
Work Location: In person
