Executive Secretary / Director Support Coordinator

JOB DESCRIPTION (JD)

Position

Executive Secretary / Director Support Coordinator

Reporting To

Director Business & Finance

Location

Hyderabad (Office-based)

Experience

3–7 years (EPC / Infra / Construction / Consulting preferred)

Role Purpose

To organise, track, and coordinate all client communication, finance follow-ups, schedules, and documentation handled by the Director—ensuring no commitment, payment, or task is missed, and reducing day-to-day operational stress for the Director.

Key Responsibilities

1. Client Coordination

• Maintain tracker for all client calls, meetings, and commitments
• Prepare Minutes of Meeting (MoM) and follow-up action points
• Draft and send professional follow-up emails / WhatsApp messages
• Track quotations, approvals, documents, and timelines

2. Finance & Payment Tracking (Support Role)

• Maintain invoice & payment follow-up tracker
• Coordinate with Accounts / CA for:
• Invoices
• GST / TDS confirmations
• Remind Director on:
• Salary dates
• EMI / loan payments
• Vendor payment commitments
• Prepare weekly payment status summary
• (No accounting or book-keeping involved)

3. Calendar & Task Management

Maintain daily and weekly schedule of:

• Client meetings
• Bank / financier calls
• Internal reviews
• Prepare daily to-do list for Director
• Follow up till task closure

4. Documentation & Records

• Organise and maintain:
• Client agreements
• Work Orders / POs
• Bank & finance documents
• Maintain project-wise digital folders
• Ensure latest versions of documents are available

5. Internal Coordination

Coordinate between:

• Director
• Accounts
• Project / Site teams
• Ensure all instructions are:
• Written
• Time-bound
• Properly tracked

Skills & Requirements

Mandatory

• Strong organisation & follow-up skills
• Good written English (email drafting)
• Working knowledge of:
• MS Excel / Google Sheets
• Email & WhatsApp coordination
• Ability to handle confidential information

Preferred

EPC / Infra / Construction background

Experience as Executive Assistant / Secretary / Coordinator

Female candidate preferred

Personality Traits

• Detail-oriented
• Calm and disciplined
• Polite but persistent
• Process-driven
• Emotionally mature

Salary Range

• 25,000 – 40,000 per month
• (depending on experience & maturity)
• Performance Indicators
• Zero missed client follow-ups
• Zero forgotten payments / deadlines
• Weekly summary shared on time
• Well-organised records