Executive Assistant To Managing Director

Mellora Infrastructure; Mumbai City; On-site; INR 1,800,000 - 3,000,000; Full time

Job summary

Mellora Infrastructure is seeking an experienced Executive Assistant to provide strategic support to the Managing Director. The role requires managing schedules, communications, travel, meetings, and cross-functional coordination with discretion and professionalism.

The ideal candidate will have 7–15 years of relevant experience, Marathi fluency, and a proven track record supporting senior executives in construction, infrastructure, real estate, or engineering sectors.

Qualifications

• Graduate in any discipline; postgraduate qualification will be an advantage.
• 7–15 years of executive assistance or senior administrative support experience.
• Experience supporting a Managing Director, CEO, Director, or other senior executive preferred.
• Fluency in Marathi is mandatory, with good English and Hindi communication skills.

Responsibilities

• Manage the Managing Director's calendar, appointments, meetings, and daily schedule, prioritising effectively.
• Draft, review, and manage emails, letters, and other communications on behalf of the MD.
• Organise meetings, prepare agendas, record minutes, and follow up on action items.
• Coordinate with department heads and project teams to obtain timely Updates.
• Prepare management reports, presentations, and briefing documents.
• Coordinate expense statements and travel arrangements for the MD.
• Maintain professional relationships with internal teams, clients, and vendors.
• Handle confidential information with discretion and integrity.

Skills

Executive support

Time management

Communication

Discretion

Education

Bachelor's degree

Postgraduate in management/administration

Tools

MS Office

Outlook

Excel

PowerPoint

Job description

Job Summary

We are looking for an experienced, well-organised, and proactive Executive Assistant to provide executive and administrative support to the Managing Director. The candidate will be responsible for managing schedules, correspondence, travel arrangements, meetings, internal coordination, and follow-up on key assignments. The role requires excellent communication, strong organisational skills, discretion, and the ability to manage multiple priorities efficiently.

Key Responsibilities

• Manage the Managing Directors calendar, appointments, meetings, and daily schedule, ensuring effective time management and prioritisation.
• Draft, review, and manage emails, letters, official correspondence, and other communications on behalf of the Managing Director.
• Organise meetings, prepare agendas, coordinate relevant documents, record minutes of meetings, and follow up on action items.
• Coordinate with department heads, project managers, site teams, and other employees to obtain updates and ensure timely completion of assignments.
• Collect departmental reports, project updates, and business information; track pending approvals, decisions, and commitments.
• Manage official and personal travel arrangements, including flight and train bookings, hotel reservations, local transportation, and travel itineraries.
• Prepare management reports, presentations, meeting notes, briefing documents, and other executive materials.
• Coordinate expense statements, reimbursements, travel bills, and administrative requirements related to the Managing Director’s office.
• Maintain professional relationships and effective communication with internal teams, clients, vendors, business associates, and other stakeholders.
• Handle confidential business information and personal matters with discretion, integrity, and professionalism, along with other responsibilities assigned by the Managing Director.

Preferred Candidate Profile

• Graduate in any discipline from a recognised university; a postgraduate qualification in management or administration will be an advantage.
• 7–15 years of relevant experience in executive assistance, senior administrative support, or management coordination.
• Previous experience supporting a Managing Director, CEO, Director, or other senior executive is preferred.
• Experience in the construction, infrastructure, real estate, or engineering industry will be an advantage.
• Fluency in Marathi is mandatory, with good written and verbal communication skills in English and Hindi.
• Excellent email drafting, business communication, documentation, report preparation, and presentation skills.
• Strong organisational, time-management, prioritisation, and follow-up skills, with the ability to handle multiple responsibilities.
• High levels of confidentiality, integrity, professionalism, attention to detail, and proficiency in MS Office, particularly Outlook, Excel, Word, and PowerPoint.