Executive Assistant to Managing Director

Job Summary:

The Executive Assistant to the MD is responsible for providing high-level administrative support, managing the MD's schedule, and ensuring the smooth operation of the executive office. The role involves handling sensitive information, coordinating with internal and external stakeholders, and assisting with strategic initiatives to support the MD's goals in a fast-paced construction environment.

Key Responsibilities:1. Administrative Support:

• Manage the MD’s calendar, schedule meetings, and coordinate appointments.
• Screen, prioritise, and respond to emails and other forms of communication.
• Prepare and edit correspondence, reports, presentations, and other documents.
• Organise and maintain confidential files and records.

2. Meeting Coordination:

• Arrange and prepare for board meetings, team meetings, and client interactions.
• Take meeting minutes, track action items, and follow up on deliverables.
• Ensure the MD is well-prepared with all required materials for meetings.

3. Communication and Coordination:

• Act as a liaison between the MD and internal departments, clients, and stakeholders.
• Handle communication with government agencies, vendors, and partners as required.
• Ensure smooth coordination of projects and workflows originating from the MD's office.

4. Project Assistance:

• Assist in managing special projects, including tracking progress and outcomes.
• Conduct research and gather data to support strategic decisions.
• Prepare reports and summaries of project updates for the MD.

5. Travel Management:

• Plan and coordinate the MD’s travel arrangements, including flights, accommodations, and itineraries.
• Handle expense reports, reimbursements, and travel-related documentation.

6. Strategic Initiatives:

• Support the MD in driving organisational initiatives and key performance objectives.
• Provide insights and recommendations based on industry research and analysis.
• Assist in developing policies, processes, and strategies aligned with company goals.

7. Miscellaneous Duties:

• Handle ad hoc tasks and assignments as requested by the MD.
• Ensure the office operates efficiently, with all resources and tools readily available.

Qualifications and Skills:Education:

• Bachelor’s degree in Business Administration, Civil Engineering, Management, or a related field.

Experience:

• 1+ years of experience as an executive assistant or in a similar role, preferably in the construction or real estate sector.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
• Familiarity with construction industry software (e.g., AutoCAD, ERP systems) is a plus.

Key Skills:

• Excellent organisational and multitasking abilities.
• Strong verbal and written communication skills.
• Exceptional attention to detail and time management.
• Ability to maintain confidentiality and exercise discretion.
• Analytical and problem-solving mindset.
• Adaptable and solution-oriented in high-pressure situations.

Job Type: Full-time

Pay: ₹15,000.00 - ₹20,000.00 per month

Benefits:

• Cell phone reimbursement
• Internet reimbursement

Schedule:

• Day shift

Supplemental Pay:

• Yearly bonus

Ability to commute/relocate:

• Charoli BK, Pune, Maharashtra: Reliably commute or planning to relocate before starting work (Required)

Language:

• English (Required)

Work Location: In person

Expected Start Date: 28/07/2025