Executive Assistant to COO – Projects

Executive Assistant to COO – Projects

Location: Max Towers, Noida
Reports to: COO – Projects
Qualification: Bachelor’s degree in any discipline

Experience: 4–7 years of experience as an Executive Assistant, preferably supporting senior leadership in real estate, infrastructure, or project-led organizations

The role of the Executive Assistant to the COO – Projects is to provide high-level administrative, organizational, and operational support, ensuring effective time management, coordination, and communication. The position requires discretion, attention to detail, and the ability to handle multiple priorities in a fast-paced environment, while aligning with Max Estates’ ethos of “Live Well, Work Well.”

Key Responsibilities:

1. Calendar & Meeting Management

• Manage the COO’s calendar, schedule meetings, and ensure optimal time allocation across priorities.

• Coordinate internal and external meetings, reviews, and site visits, ensuring all logistics and materials are in place.

• Track and follow up on key action items arising from meetings to ensure timely closure.

2. Communication & Coordination

• Serve as a key liaison between the COO’s office and internal/external stakeholders.

• Draft, review, and manage correspondence, presentations, and reports on behalf of the COO.

• Ensure professional and timely communication aligned with organizational standards.

3. Information & Document Management

• Prepare and maintain project trackers, MIS, and dashboards for review meetings.

• Support preparation of presentations, status updates, and documentation for management reviews and board-level meetings.

• Maintain confidentiality and handle sensitive business information with discretion.

4. Travel & Event Coordination

• Manage travel itineraries, logistics, and accommodation for the COO and team.

• Coordinate event participation, conferences, and internal project review sessions.

5. Operational Support

• Support project and administrative coordination, ensuring timely submission of reports and approvals.

• Liaise with cross-functional teams (Design, Finance, Procurement, HR, and Site Teams) to ensure seamless communication and workflow.

• Assist in the preparation of cost summaries, project schedules, and key business presentations.

Key Skills:

• Strong organizational, coordination, and time-management skills

• Proficiency in MS Office Suite (Excel, PowerPoint, Word, Outlook)

• Excellent written and verbal communication abilities

• High level of professionalism, integrity, and discretion

• Strong multitasking and prioritization skills in a dynamic environment

• Collaborative attitude aligned with Max Estates’ culture of Live Well, Work Well