Job Title: Executive Assistant to Managing Director
Location: Delhi, NCR (with occasional travel across India)
Company: HALCYON INDUSTRIES PVT. LTD.
Industry: HVAC Contracting / MEP Projects
Reports To: Founder & Director
Position Overview
The Executive Assistant (EA) to the Managing Director will provide high-level administrative, operational, and strategic support to the Managing Director in managing day-to-day business activities. The ideal candidate should be proactive, detail-oriented, and capable of handling multiple priorities in a fast-paced project-based environment. This role requires strong communication, organizational, and coordination skills, as the company executes HVAC projects across India.
Key Responsibilities
1. Executive Support:
- Manage the Managing Director’s calendar, appointments, meetings, and travel arrangements.
- Prepare meeting agendas, minutes, and presentations as required.
- Maintain confidentiality and handle sensitive information with professionalism.
- Coordinate between internal departments and project sites to ensure timely updates and reporting.
2. Communication & Coordination:
- Act as a point of contact between the MD and clients, vendors, and internal teams.
- Draft, review, and manage correspondence, reports, and official documents.
- Follow up on key action points and ensure deliverables are met as per deadlines.
- Support communication with project teams across various locations PAN India.
3. Project & Operations Support:
- Assist the MD in monitoring project progress, budgets, and key milestones.
- Prepare status reports and MIS updates for management review.
- Coordinate with project managers, procurement, and finance teams for project documentation.
4. Administrative & Office Management:
- Handle expense reports, reimbursements, and other administrative requirements.
- Support in organizing reviews, site visits, and client meetings.
- Maintain digital and physical filing systems for key business documents.
5. Strategic & Business Support:
- Conduct research, data compilation, and analysis to support business decisions.
- Assist in tender preparation, vendor evaluation, and client proposal coordination when required.
- Contribute to internal process improvements and efficiency initiatives.
Key Skills & Competencies
- Excellent communication and interpersonal skills (written and verbal).
- Strong organizational and time management abilities.
- High level of integrity, confidentiality, and discretion.
- Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
- Ability to multitask and work effectively under pressure.
- Strong coordination and follow-up abilities with remote project teams.
Qualifications & Experience
- Graduate or Postgraduate in Business Administration / Engineering / Commerce preferred.
- 4–8 years of experience as an Executive Assistant, preferably in a contracting, engineering, or construction company.
- Prior experience supporting senior leadership or directors is desirable.
- Familiarity with project-based operations and HVAC/MEP industry will be an advantage.
Compensation & Benefits
- Competitive salary as per industry standards.
- Opportunity to work closely with senior leadership.
- Exposure to national-level HVAC projects and business operations.
Job Types: Full-time, Permanent
Pay: ₹30,000.00 - ₹60,000.00 per month
Benefits:
- Health insurance
- Provident Fund
Work Location: In person
