Executive Assistant To Managing Director

Wings Aviation; Hyderabad; On-site; INR 250,000 - 500,000; Full time

Job summary

Wings Aviation in Hyderabad is seeking an organized Executive Assistant to support the Managing Director. You will manage the MD’s calendar, coordinate travel, arrange meetings with stakeholders, and maintain trackers for ongoing projects and real estate matters.

The role requires proactive follow-up, meticulous documentation, and the ability to handle confidential information with discretion. Prior MD-level support and strong English skills are essential.

Qualifications

• Graduate in any discipline.
• 3–7 years of relevant experience preferred.
• Experience supporting a Managing Director, CEO or senior CXO is strongly preferred.
• Strong English (written and spoken) communication.

Responsibilities

• Maintain a master tracker of ongoing work, deadlines and follow-ups.
• Proactively remind MD about due and upcoming matters.
• Prepare a clear daily agenda covering meetings, calls and priorities.
• Manage MD's calendar, meetings, calls and site visits.
• Coordinate meetings with employees, partners, bankers, lawyers, consultants and vendors.
• Record Minutes of Meetings and track action items with deadlines.
• Follow up persistently with stakeholders until tasks are completed.
• Maintain confidentiality of sensitive information.
• Coordinate real estate matters with brokers, tenants and lawyers.

Skills

Executive Assistance

Personal Assistance

Calendar Management

Diary Management

Task Tracking

Follow-up Management

Meeting Coordination

Travel Management

Travel Booking

Real Estate Coordination

Property Documentation

Stakeholder Management

Appointment Scheduling

Minutes of Meeting

MIS

Microsoft Excel

Google Calendar

Google Workspace

Documentation

Email Management

Office Administration

Confidentiality

Education

Graduate in any discipline

Tools

Microsoft Excel

Google Calendar

Google Sheets

Google Docs

Outlook

WhatsApp

Job description

We are looking for a highly organized, proactive and dependable Executive Assistant to the Managing Director based in Hyderabad.

This is a high-trust role supporting the Managing Director across business priorities, real estate matters, meetings, follow-ups, travel, documentation and selected personal coordination.

The primary objective of the role is to ensure that important tasks, commitments, deadlines and follow-ups are never missed.

The selected candidate will act as the Managing Directors central coordination point and will be expected to maintain clear visibility over ongoing matters, proactively follow up with stakeholders and ensure that action items move to completion.

KEY RESPONSIBILITIES

• Maintain a master tracker of ongoing work, pending tasks, decisions, commitments, deadlines and follow-ups.
• Proactively remind the Managing Director about due, overdue and upcoming matters.
• Prepare a clear daily agenda covering meetings, calls, priorities, follow-ups and decisions required.
• Manage the Managing Directors calendar, meetings, appointments, calls and site visits.
• Schedule and coordinate meetings with employees, business partners, bankers, lawyers, consultants, brokers, vendors and other stakeholders.
• Ensure meeting links, locations, documents and required information are prepared in advance.
• Record Minutes of Meetings and maintain action items, responsible persons and deadlines.
• Follow up persistently with internal and external stakeholders until assigned matters are completed.
• Maintain a system to capture commitments made over phone calls, WhatsApp, email and meetings.
• Provide periodic status updates on pending matters.
• Draft routine emails, WhatsApp messages, letters, meeting requests and follow-up communication.
• Organize important business and personal documents for quick retrieval.

REAL ESTATE COORDINATION

A significant part of the role will involve coordination of real estate matters.

• Coordinate with property brokers, buyers, sellers, tenants, lawyers, bankers, architects, contractors and consultants.
• Schedule property meetings, site visits, inspections and documentation appointments.
• Maintain trackers for property transactions, leases, negotiations, documentation and pending actions.
• Organize property agreements, quotations, correspondence and transaction records.
• Track registrations, renewals, lease dates, deposits, payments and documentation timelines.
• Follow up with brokers, tenants, lawyers, banks and other counterparties.
• Maintain clear status updates for each ongoing property matter.
• Assist in collecting and organizing legal, financial and property-related documentation.
• Assist in comparing quotations, proposals and offers where required.

TRAVEL & PERSONAL COORDINATION

• Arrange domestic and international flights, hotels, airport transfers and travel itineraries.
• Handle changes, cancellations and last-minute travel requirements.
• Make restaurant, hotel, event and other reservations.
• Schedule appointments with banks, lawyers, consultants, doctors and other service providers.
• Track important renewals, appointments, document expiries and recurring commitments.
• Coordinate with drivers, office staff and service providers when required.

DOCUMENTATION & ADMINISTRATION

• Maintain organized digital and physical files.
• Prepare and update Excel / Google Sheets trackers, MIS reports and follow-up lists.
• Maintain an organized database of important contacts.
• Track bills, expenses, reimbursements and supporting documents where required.
• Prepare meeting material and background information in advance.
• Maintain strict confidentiality of sensitive business, property, financial and personal information.

CANDIDATE PROFILE

• Graduate in any discipline.
• 37 years of relevant experience preferred.
• Prior experience as an Executive Assistant, Personal Assistant, Executive Secretary or similar role.
• Experience supporting an MD, CEO, Founder, Promoter, Chairman or senior CXO is strongly preferred.
• Experience in real estate, construction, infrastructure, family-owned businesses or promoter-led organizations is an advantage.
• Excellent organizational, task-tracking and follow-up ability.
• Strong written and spoken English.
• Hindi and Telugu proficiency preferred.
• Good working knowledge of Microsoft Excel, Word, Outlook, Google Calendar, Google Sheets, Google Docs and WhatsApp.
• Strong attention to detail and ability to handle multiple priorities simultaneously.
• Ability to work independently without requiring constant supervision.
• Comfortable following up firmly and professionally until tasks are completed.
• High level of discretion, reliability and confidentiality.

WHO WILL DO WELL IN THIS ROLE

The ideal candidate should naturally think:

• What is still pending?
• Who needs to be followed up with?
• What requires the Managing Directors decision?
• What needs to be prepared before the next meeting?
• Which deadline is approaching?
• Has the booking, payment or appointment actually been confirmed?
• Which task has been discussed but is still incomplete?

We are looking for someone who is proactive rather than reactive and can create a dependable system around the Managing Director's schedule and commitments.

KEY SKILLS

Executive Assistance, Personal Assistance, Calendar Management, Diary Management, Task Tracking, Follow-up Management, Meeting Coordination, Travel Management, Travel Booking, Real Estate Coordination, Property Documentation, Stakeholder Management, Appointment Scheduling, Minutes of Meeting, MIS, Microsoft Excel, Google Calendar, Google Workspace, Documentation, Email Management, Office Administration, Confidentiality

JOB DETAILS

Location: Hyderabad
Work Mode: Work from Office
Employment Type: Full-time, Permanent
Experience: 3-7 Years
Openings: 1
Salary: 2.5-5 LPA
Industry Preference: Real Estate / Construction / Infrastructure preferred

WHY JOIN

This role offers direct exposure to the Managing Director and involvement across multiple areas including business operations, real estate, stakeholder management, travel and important personal coordination.

For the right candidate, this can grow into a highly trusted role with increasing responsibility and ownership.