Executive Assistant to Managing Director

Job Title: Executive Assistant to Managing Director

Location: Jaipur, Rajasthan (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: ₹40,000.00 - ₹100,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person