Personal Assistant

Managing Director’s Personal Assistant (PA)

The MD’s PA acts as the central point of coordination across all group companies. Responsible for managing the MD’s schedule, ensuring instructions are captured and executed, and keeping track of every pending and completed task across departments. This role requires exceptional organisational skills, discretion, and proactiveness to ensure the MD’s time is fully optimised and no matter, however small, is missed.

Key Responsibilities

1. Administrative & Calendar Management

• Maintain and update MD’s daily, weekly, and monthly schedule.
• Coordinate and set up internal/external meetings, site visits, and calls.
• Block calendar slots for decision-making, reviews, and approvals.
• Ensure MD has all necessary documents before meetings (drawings, contracts, financials, vendor lists, etc.).

2. Task & Instruction Tracking

• Maintain a Task Register for all instructions given by MD (verbal, written, or WhatsApp/email).
• Break down tasks into subtasks, assign responsibility, and track progress until closure.
• Ensure daily and weekly updates to MD on pending, in-progress, and completed tasks.
• Follow up with team members, vendors, consultants, and clients on behalf of MD.

3. Multi-Company Coordination

• Maintain separate trackers for:
• Architecture firm → Project updates, client coordination, drawing issue/revisions.
• Real Estate Development → Land deals, approvals, sales, financials, project updates.
• Construction/PMC → Work orders, site progress, contractor/vendor coordination.
• Land Deals → Legal documentation, payment tracking, liaison follow-ups.
• Ensure information is consolidated and presented to MD in a structured manner.

4. Documentation & Record Management

• File all important documents digitally with proper naming conventions.
• Maintain an Instruction Log (what MD said, when, status).
• Draft letters, minutes of meetings, and follow-up notes.
• Maintain sensitive information with utmost confidentiality.

5. Communication & Liaison

• Act as the first point of contact for calls, visitors, vendors, and partners when MD is occupied.
• Draft and send communications on MD’s behalf (emails, WhatsApp updates, official letters).
• Ensure smooth coordination between MD and senior leadership across all companies.

6. Operational Support

• Assist MD with travel, accommodation, and logistics.
• Maintain records of expenses, reimbursements, and payments.
• Support MD in reviewing reports, financial updates, and contracts by collating inputs from respective departments.

7. Reporting & Updates

• Submit a Daily Task Report (morning pending list + evening completed list).
• Submit a Weekly Consolidated Report of:
• Project progress (architecture, real estate, construction).
• Financial status (payments, receivables, vendor bills).
• Land deal status (negotiations, legal progress, payments).
• Key follow-ups required by MD.

Skills & Competencies Required

• Exceptional organisational and multitasking skills.
• Strong written & verbal communication.
• Detail-oriented — nothing should slip through cracks.
• Ability to handle confidential information with discretion.
• Proficiency in MS Office, Google Workspace, and task management tools.
• Basic knowledge of architecture/construction/real estate terminology (advantage).

Preferred Qualifications

• Graduate in Business Administration, Commerce, or Management.
• MBA background preferred for business understanding and analytical ability.
• Prior experience in Architecture, Real Estate Development, Construction, or Project Management sectors is highly desirable.

KPIs (Key Performance Indicators)

• Zero missed deadlines or follow-ups from MD’s instructions.
• Accuracy of reporting and completeness of records.
• Efficiency in managing MD’s schedule and priorities.
• Smooth communication flow between MD and departments.
• Overall improvement in MD’s productivity and decision-making speed.

Job Type: Full-time

Pay: ₹25,000.00 - ₹50,996.74 per month

Benefits:

• Cell phone reimbursement
• Food provided
• Internet reimbursement
• Leave encashment

Language:

• English (Required)
• Kannada (Preferred)

Work Location: In person

Application Deadline: 31/08/2025
Expected Start Date: 01/09/2025