Project Assistant / Project Secretary

Authentic Staffing Agency; Navi Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Authentic Staffing Agency seeks an experienced Executive Secretary to support senior management on project administration, documentation, and coordination. The role requires meticulous document handling, timely reporting, and seamless meeting support across engineering, procurement, construction and client teams.

The ideal candidate has a strong track record in confidential correspondence, advanced MS Office skills, and readiness to work beyond standard hours when required.

Qualifications

• Graduate in any discipline (mandatory).
• Minimum 10 years of relevant experience as a Secretary / Executive Secretary / Personal Secretary.
• Excellent communication, coordination, and organizational skills.
• Strong knowledge of MS Office, Outlook, calendar management, and documentation.
• Experience in handling confidential information and senior management correspondence.
• Should be flexible to work beyond regular office hours whenever required.

Responsibilities

• Provide secretarial and administrative support to Project Manager / Project Director.
• Maintain project files, records, correspondence and reports.
• Draft emails, letters, MOMs and official communications.
• Schedule meetings, prepare agendas and record Minutes of Meetings (MOM).
• Track incoming/outgoing documents, approvals and pending actions.
• Prepare daily, weekly and monthly project reports.
• Coordinate with engineering, procurement, construction and client teams.
• Arrange travel, accommodation, appointments and meetings.
• Maintain confidentiality.

Skills

Communication

Coordination

Organization

Calendar management

Stakeholder management

Education

Graduate in any discipline

Tools

MS Office

Outlook

Job description

Role & responsibilities

Project Administration

Provide secretarial and administrative support to Project Manager / Project Director

Documentation

Maintain project files, records, correspondence and reports

Correspondence Draft emails, letters, MOMs and official communications

Meeting Coordination

Schedule meetings, prepare agendas and record Minutes of Meetings (MOM)

Document Tracking

Track incoming/outgoing documents, approvals and pending actions

Reporting

Prepare daily, weekly and monthly project reports

Coordination

Coordinate with engineering, procurement, construction and client teams

Travel & Meetings

Arrange travel, accommodation, appointments and meetings

Confidentiality

Candidate Requirements

• Graduate in any discipline (mandatory).
• Minimum 10 years of relevant experience as a Secretary / Executive Secretary / Personal Secretary.
• Excellent communication, coordination, and organizational skills.
• Strong knowledge of MS Office, Outlook, calendar management, and documentation.
• Experience in handling confidential information and senior management correspondence.
• Should be flexible to work beyond regular office hours whenever required.

Preferred Candidate Profile: Candidates from reputed engineering, EPC, infrastructure, oil & gas, or project-based organizations will be preferred.