Executive Assistant

Adept Global; Mumbai; On-site; INR 334,800 - 558,000; Full time

Job summary

A leading firm is seeking an Executive Assistant to support the Director in Mumbai. The role involves managing schedules, correspondence, and documentation while ensuring effective communication with teams and external stakeholders. Candidates should have over 2 years of experience, preferably in real estate, construction, or infrastructure, and possess strong organizational and communication skills. Proficiency in MS Office is required, and a proactive, detail-oriented approach is essential.

Qualifications

• 2+ years of experience as an Executive Assistant or similar role.
• Experience in real estate, construction, or infrastructure preferred.
• Strong organizational and multitasking abilities.

Responsibilities

• Manage the Director's calendar and appointments.
• Prepare agendas, take minutes, and track action items.
• Coordinate communication with internal teams and external stakeholders.
• Assist with site visits and external meetings.
• Maintain organized records of important documents.

Skills

Organizational skills

Multitasking

Time-management skills

Verbal communication skills

Written communication skills

MS Office proficiency

Job description

Designation: Executive Assistant to Director

Experience: 2+ Years

Work Schedule:

Monday to Friday: In-office (10:00 AM – 6:00 PM)

Job Summary

We are looking for a proactive and highly organized Executive Assistant to the Director. The role requires managing both in-office administrative responsibilities and external coordination tasks, ensuring smooth day-to-day functioning and effective time management for the Director. Candidates with prior exposure to the real estate, construction, or infrastructure sector will be preferred.

Key Responsibilities

1. Executive & Administrative Support

• Manage the Director’s calendar, meetings, appointments, and travel schedules.
• Prepare meeting agendas, take minutes, and track action items.
• Handle confidential correspondence, documents, filing and reports.

2. Coordination & Communication

• Act as a point of contact between the Director and internal teams, clients, consultants, and vendors and follow up on pending tasks and ensure timely completion.
• Coordinate with departments such as legal, finance, sales, and projects for updates and documentation.

3. External & Field Responsibilities

• Assist the Director with site visits, external meetings, and coordination with consultants/authorities when required.
• Manage documentation and communication related to meetings with partners, clients, and stakeholders.
• Support in coordinating logistics for events, meetings, and project reviews outside the office.

4. Documentation & Reporting

• Maintain organized records of important documents, presentations, and reports.
• Assist in preparing presentations, MIS reports, and summaries for management review.

5. Personal Assistance:

• Support the Director with select personal tasks such as managing personal appointments, travel arrangements, and other day-to-day coordination when required.

Key Requirements

• 2+ years of experience as an Executive Assistant / Personal Assistant / Coordinator.
• Preference for candidates with real estate, construction, or infrastructure industry exposure.
• Strong organizational, multitasking, and time-management skills.
• Excellent verbal and written communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Ability to handle confidential information with discretion.

Preferred Profile

• Professional, proactive, and detail-oriented.
• Comfortable managing both office-based tasks and external coordination.
• Strong follow-up and stakeholder management skills.