Executive Assistant

White Force Outsourcing Services; Jabalpur; On-site; INR 540,000 - 660,000; Full time

Job summary

The Executive Assistant cum Personal Assistant will provide comprehensive administrative, operational, and personal support to senior management, including coordination of railway project documentation, site communication, and day-to-day office administration.

Reporting to the MD/Director/CEO, the role requires 12–15 years of experience in railway projects or related sectors, and a strong proficiency in MS Office and stakeholder coordination.

Qualifications

• 12–15 years of experience preferred in railway, infrastructure, EPC, construction, or services.
• Bachelor's degree in BA, Commerce, Engineering or related field; Office Admin certs advantageous.
• Excellent interpersonal skills and MS Office proficiency.

Responsibilities

• Manage executive calendar, meetings, travel, and communications.
• Coordinate railway site engineers, project managers, and clients.
• Oversee day-to-day office administration and record keeping.
• Prepare purchase requisitions, obtain quotations, coordinate orders.
• Draft MIS reports, trackers, and client correspondence.
• Act as liaison between management, clients, and vendors.

Skills

Interpersonal skills

MS Office

Project documentation

MIS reporting

Work under pressure

Coordination

Integrity

Education

Bachelor's degree

Job description

URGENT HIRING FOR EXECUTIVE ASSISTANT / PERSONAL ASSISTANT

Preferred immediate joiner

Email - [e-mail]

Contact no. 7415074707

Location - Jabalpur, Madhya Pradesh

Experience - 9 to 15 year (only male Candidates can apply)

CTC - Upto 6 LPA

Department: Administration / Operations

Reporting To: Managing Director / Director / CEO

Age 40-45 Yrs

Job Summary

The Executive Assistant cum Personal Assistant will provide comprehensive administrative, operational, and personal support to senior management. The role involves coordinating railway project-related documentation, site communication, and office administration, purchase coordination, scheduling, and ensuring the smooth execution of day-to-day business activities.

Key Responsibilities

Executive & Personal Assistance

• Manage the executive's calendar, meetings, appointments, and travel arrangements.
• Screen phone calls, emails, and correspondence.
• Prepare meeting agendas, minutes (MOM), reports, presentations, and business documents.
• Follow up on action items and ensure timely completion.
• Maintain confidentiality of company and executive information.

Projects & Site Coordination

• Coordinate with railway site engineers, project managers, contractors, and clients.
• Track approvals, work orders, site reports, and correspondence.
• Coordinate submission of project-related documents to clients and authorities.

Office Administration

• Handle day-to-day office administration activities.
• Maintain office records, files, and document management systems.
• Coordinate with vendors, service providers, and internal departments.
• Ensure smooth office operations and administrative compliance.

Purchase & Procurement

• Prepare purchase requisitions and purchase orders.
• Obtain quotations and compare vendor prices.
• Coordinate with suppliers for timely delivery of materials.
• Maintain purchase records and inventory-related documentation.
• Follow up on invoices, payments, and vendor communications.

Documentation & Reporting

• Prepare daily, weekly, and monthly MIS reports.
• Maintain project trackers and status reports.
• Draft official letters, emails, and client correspondence.
• Organize digital and physical documentation for easy retrieval.

Coordination & Communication

• Act as the communication link between management, clients, project teams, and vendors.
• Coordinate meetings with clients, consultants, and railway officials.
• Ensure timely follow-up on pending approvals and project deliverables.

Preferred Qualifications

• Bachelor's degree in Business Administration, Commerce, Engineering, or a related field.
• Additional certification in Office Administration or Executive Assistance is an advantage.

Experience

12-15 years of experience preferred in railway projects, infrastructure, EPC, construction, or service industries is preferred.

Required Skills

• Excellent interpersonal skills.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Experience handling project documentation and MIS reporting.
• Ability to work under pressure and meet deadlines.
• Strong follow-up and coordination skills.
• High level of integrity and confidentiality.

Preferred Knowledge

• Project documentation and site coordination.
• Vendor management and procurement.
• Contract administration and document control.
• Basic understanding of project management practices.

Preferred immediate joiner

Email - [e-mail]

Contact no. 7415074707