Executive Assistant to Managing Director

EVOS BUILDCON PRIVATE LIMITED; Khordha; On-site; INR 900,000 - 1,300,000; Full time

Job summary

EVOS BUILDCON PRIVATE LIMITED is seeking an organised Executive Assistant to support the Managing Director in a fast-paced real estate environment. The role involves high-level calendar management, coordination with internal teams, clients, consultants, and vendors, and preparation of reports and presentations for leadership reviews.

You will be responsible for ensuring timely follow-ups, maintaining confidential records, and facilitating smooth MD operations.

Qualifications

• Bachelor's degree in Business Administration, Management, or Commerce.
• 2–7 years of relevant experience as an Executive Assistant or similar role.
• Experience supporting senior management in Real Estate, Construction, Infrastructure, or Property Development preferred.

Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, site visits, and travel schedules.
• Organise and coordinate Board Meetings and management reviews; prepare agendas and MoMs.
• Coordinate with Projects, Sales, Marketing, Finance, Legal, HR, Procurement and CRM teams; monitor project timelines.

Skills

Organisational skills

Time management

Communication

Stakeholder management

MS Office

Attention to detail

Problem-solving

Education

Bachelor's degree in Business Administration/Management/Commerce

Tools

MS Office

Job description

Job Description: Executive Assistant to Managing Director

Job Title

Executive Assistant to Managing Director (MD)

Industry

Real Estate / Property Development

Job Summary

We are seeking a highly organised, proactive, and professional Executive Assistant to the Managing Director to provide comprehensive administrative, coordination, and operational support within a fast-paced real estate environment. The role requires effective coordination with internal departments, project teams, clients, consultants, contractors, and other stakeholders to ensure the smooth functioning of the MDs Office.

Key Roles and Responsibilities

1. Executive Calendar and Schedule Management

• Manage the Managing Directors calendar, appointments, meetings, site visits, and travel schedules.
• Prioritise meetings and appointments based on business and project requirements.
• Coordinate meetings with senior management, clients, investors, consultants, architects, contractors, and other stakeholders.
• Ensure the MD is well prepared with relevant project updates, reports, presentations, and briefing notes.

2. Meeting and Board Coordination

• Organise and coordinate Board Meetings, Management Meetings, departmental meetings, and project review meetings.
• Prepare and circulate meeting agendas and supporting documents.
• Attend meetings and prepare accurate Minutes of Meetings (MoM).
• Track action points and follow up with concerned departments for timely completion.
• Maintain records of important management decisions and approvals.

3. Project and Department Coordination

• Coordinate with departments including Projects, Sales, Marketing, Finance, Legal, HR, Procurement, and Customer Relationship Management.
• Follow up on project progress, construction updates, approvals, budgets, and key deliverables.
• Coordinate with project managers, architects, consultants, contractors, and vendors when required.
• Assist in monitoring critical project timelines and management-level action points.

4. Documentation and Reporting

• Prepare professional correspondence, reports, presentations, MIS reports, and management summaries.
• Compile project updates and departmental reports for review by the Managing Director.
• Prepare presentations and briefing materials for Board Meetings, investor meetings, and business reviews.
• Maintain accurate records of important documents, approvals, contracts, and management communications.

5. Communication and Stakeholder Management

• Act as a key communication link between the Managing Director and internal departments.
• Coordinate communication with clients, investors, consultants, business partners, and other external stakeholders.
• Draft professional emails, letters, official communications, and meeting correspondence.
• Ensure timely follow-up and closure of important business matters.

6. Confidentiality and Administrative Support

• Maintain confidential records, documents, and sensitive business information with complete discretion.
• Manage important correspondence and ensure timely responses and follow-ups.
• Support the smooth day-to-day functioning of the Managing Directors Office.
• Maintain organised filing systems for physical and digital records.

Required Skills and Competencies

• Excellent organisational, coordination, and time-management skills.
• Strong written and verbal communication abilities.
• Ability to manage multiple priorities in a fast-paced real estate environment.
• Strong follow-up and stakeholder-management skills.
• Knowledge of real estate projects, construction processes, and property development will be preferred.
• Proficiency in MS Office, particularly Word, Excel, PowerPoint, and Outlook.
• Ability to prepare professional presentations, MIS reports, and management documentation.
• High level of integrity, confidentiality, and professionalism.
• Strong attention to detail and problem-solving skills.

Qualifications and Experience

• Bachelors degree in Business Administration, Management, Commerce, or a related discipline.
• 2-7 years of relevant experience as an Executive Assistant, Personal Assistant, Executive Secretary, or similar role.
• Experience supporting senior management in the Real Estate, Construction, Infrastructure, or Property Development industry will be preferred.

Reporting To

Managing Director

Employment Type

Full-Time