Executive Assistant To Managing Director

Job Summary

We are looking for an experienced, well-organised, and proactive Executive Assistant to provide executive and administrative support to the Managing Director. The candidate will be responsible for managing schedules, correspondence, travel arrangements, meetings, internal coordination, and follow-up on key assignments. The role requires excellent communication, strong organisational skills, discretion, and the ability to manage multiple priorities efficiently.

Key Responsibilities

• Manage the Managing Directors calendar, appointments, meetings, and daily schedule, ensuring effective time management and prioritisation.
• Draft, review, and manage emails, letters, official correspondence, and other communications on behalf of the Managing Director.
• Organise meetings, prepare agendas, coordinate relevant documents, record minutes of meetings, and follow up on action items.
• Coordinate with department heads, project managers, site teams, and other employees to obtain updates and ensure timely completion of assignments.
• Collect departmental reports, project updates, and business information; track pending approvals, decisions, and commitments.
• Manage official and personal travel arrangements, including flight and train bookings, hotel reservations, local transportation, and travel itineraries.
• Prepare management reports, presentations, meeting notes, briefing documents, and other executive materials.
• Coordinate expense statements, reimbursements, travel bills, and administrative requirements related to the Managing Director’s office.
• Maintain professional relationships and effective communication with internal teams, clients, vendors, business associates, and other stakeholders.
• Handle confidential business information and personal matters with discretion, integrity, and professionalism, along with other responsibilities assigned by the Managing Director.

Preferred Candidate Profile

• Graduate in any discipline from a recognised university; a postgraduate qualification in management or administration will be an advantage.
• 7–15 years of relevant experience in executive assistance, senior administrative support, or management coordination.
• Previous experience supporting a Managing Director, CEO, Director, or other senior executive is preferred.
• Experience in the construction, infrastructure, real estate, or engineering industry will be an advantage.
• Fluency in Marathi is mandatory, with good written and verbal communication skills in English and Hindi.
• Excellent email drafting, business communication, documentation, report preparation, and presentation skills.
• Strong organisational, time-management, prioritisation, and follow-up skills, with the ability to handle multiple responsibilities.
• High levels of confidentiality, integrity, professionalism, attention to detail, and proficiency in MS Office, particularly Outlook, Excel, Word, and PowerPoint.

Interested candidates who meet the above requirements are encouraged to apply.