Executive Assistant To Director

Mexmon Global Developers; Jalandhar; On-site; INR 500,000 - 800,000; Full time

Job summary

Mexmon Global Developers is seeking an Executive Assistant to the Director to provide high‑level administrative and coordination support in a fast‑paced real estate environment. The role includes calendar management, travel planning, documentation, and cross‑functional liaison with project sites, consultants, brokers, and clients.

You will track actions, prepare reports, and maintain confidential records. The ideal candidate has excellent English communication, strong organizational skills, and

Qualifications

• Bachelor’s degree in Business Administration, Management, Commerce, or related field.
• 3–7 years in EA/PA or similar roles, preferably with senior managers.

Responsibilities

• Manage Director’s daily calendar, appointments, meetings, reminders, and travel.
• Act as primary liaison between Director and internal departments.
• Prepare letters, emails, reports, presentations, and minutes of meetings.
• Track action points, maintain confidential files, and coordinate site visits.

Skills

Calendar management

Coordination

Executive communication

Discretion & confidentiality

Education

Bachelor’s degree in Business Administration / related

Tools

MS Office

Google Workspace

Job description

We are looking for a proactive, organized, and professional Executive Assistant to the Director to provide high-level administrative, coordination, and operational support. The candidate will manage the Directors schedule, communication, meetings, documentation, follow-ups, and coordination with internal teams, project sites, consultants, brokers, clients, and other external stakeholders.

The role requires excellent communication skills, confidentiality, attention to detail, and the ability to manage multiple priorities in a fast-paced real estate environment. Similar real estate EA roles commonly involve calendar management, project coordination, meeting documentation, action tracking, stakeholder liaison, and preparation of reports and presentations.

Key Responsibilities

• Manage the Director’s daily calendar, appointments, meetings, reminders, and travel arrangements.
• Must have experience of travelling with Directors.
• Act as the primary point of coordination between the Director and internal departments.
• Deep Knowledge in IT.
• Coordinate with project, sales, marketing, finance, legal, HR, and site teams.
• Liaise with architects, consultants, contractors, brokers, channel partners, clients, vendors, and government authorities, as required.
• Screen and manage phone calls, emails, correspondence, and visitor interactions professionally.
• Prepare letters, emails, reports, presentations, briefs, spreadsheets, and other documents.
• Prepare meeting agendas, record minutes of meetings, circulate MOMs, and track action points until closure.
• Maintain an updated action tracker for important decisions, deadlines, approvals, and pending matters.
• Follow up with concerned departments regarding project updates, sales targets, collections, construction progress, and other business activities.
• Assist the Director in preparing management reports and reviewing business data.
• Organize and maintain confidential files, agreements, approvals, property documents, and corporate records.
• Support documentation and coordination related to real estate projects, including approvals, agreements, tenders, contracts, and project updates.
• Coordinate the Director’s business meetings, site visits, conferences, and travel schedules.
• Prepare and track expense statements, bills, reimbursements, and administrative records.
• Handle confidential business, financial, employee, client, and personal information with complete discretion.
• Maintain professional relationships with key stakeholders and ensure timely communication.
• Support selected personal or household coordination tasks of the Director, where required.
• Perform any other duties assigned by the Director or management.

Required Qualifications

• Bachelor’s degree in Business Administration, Management, Commerce, or any relevant discipline.
• Minimum 3–7 years of experience as an Executive Assistant, Personal Assistant, Management Coordinator, or similar position.
• Experience in real estate, construction, infrastructure, architecture, or a related industry will be preferred.
• Prior experience working directly with a Director, Promoter, CEO, or senior management.
• Excellent command of written and spoken English.
• Knowledge of Hindi, Punjabi and the local language will be an advantage.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Strong skills in preparing reports, presentations, meeting minutes, and trackers.
• Familiarity with Google Workspace, online meeting platforms, and digital file management.

Required Skills

• Excellent organization and time-management skills.
• Strong follow-up and coordination abilities.
• Ability to prioritize urgent and important tasks.
• Professional appearance and communication style.
• High level of confidentiality, integrity, and discretion.
• Ability to work independently and take initiative.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks under tight deadlines.
• Problem-solving and decision-making ability.
• Willingness to travel to project sites or attend external meetings when required.

Preferred Experience

• Knowledge of real estate project development and sales processes.
• Understanding of property documentation, approvals, agreements, and project coordination.
• Experience coordinating with consultants, brokers, contractors, clients, or government departments.
• Ability to understand business reports, MIS, sales updates, project dashboards, and financial summaries.
• Must have knowledge of IT.
• Valid driving license and personal vehicle may be preferred, depending on business requirements.

Key Performance Indicators

• Effective management of the Director’s calendar and appointments.
• Timely completion and closure of assigned action points.
• Accuracy and quality of reports, presentations, and documentation.
• Efficient coordination between the Director and various departments.
• Timely follow-up on project, sales, finance, legal, and administrative matters.
• Proper maintenance and confidentiality of records.
• Professional handling of internal and external stakeholders.