Executive Assistant to Managing Director

Job Title: Executive Assistant to Managing Director

Department: Corporate / Management Office
Reports To: Managing Director
Location: Head Office / Project Office

Job Purpose

The Executive Assistant to the Managing Director provides high-level administrative, coordination, and strategic support to the MD, ensuring smooth day-to-day operations, effective communication, follow-ups on key decisions, and confidentiality in all matters related to projects and management.

Key Roles & Responsibilities MD Office Management

• Manage MD’s calendar, appointments, meetings, and travel schedules.
• Act as the primary point of contact between the MD and internal/external stakeholders.
• Screen, prioritize, and respond to emails, calls, and correspondence on behalf of the MD.

Meeting & Coordination

• Schedule and coordinate meetings with Project Heads, Engineering, Purchase, Finance, Consultants, and Clients.
• Prepare meeting agendas, MOMs (Minutes of Meeting), and ensure timely follow-up on action points.
• Track deadlines and commitments given by department heads and project teams.

Project & Business Support

• Assist MD in tracking project progress, delays, risks, and key milestones.
• Compile project MIS reports, dashboards, and presentations.
• Coordinate with Planning, QS, Billing, and Accounts teams for project updates.

Communication & Liaison

• Draft professional emails, circulars, notices, and internal communications as per MD’s instructions.
• Ensure clear communication flow between Head Office and Project Sites.
• Liaise with clients, government authorities, consultants, and vendors when required.

Confidentiality & Compliance

• Handle sensitive information with strict confidentiality and discretion.
• Maintain records of legal documents, contracts, approvals, and confidential files.
• Ensure compliance with company SOPs and MD directives.

Travel & Event Management

• Arrange domestic/international travel, accommodation, and itineraries for MD.
• Coordinate MD’s participation in site visits, review meetings, and official events.

Administrative & Documentation Support

• Maintain systematic filing of documents (physical & digital).
• Assist in preparation of board meeting documents, presentations, and reports.
• Support HR and Admin for MD-level approvals and communications.

Qualifications

• Bachelor’s degree in Business Administration / Commerce / Engineering / Management.
• Additional certification in Office Management or Executive Assistance is an advantage.

Experience

• 5–10 years of experience as an Executive Assistant / Personal Assistant to senior leadership.
• Prior experience in construction, real estate, or infrastructure industry preferred.

Key Skills & Competencies

• Excellent communication (verbal & written)
• Strong coordination and follow-up skills
• Ability to handle pressure and multiple priorities
• High level of integrity and confidentiality
• Proficient in MS Office (Word, Excel, PowerPoint)
• Familiarity with construction terminology, SOPs, and workflows
• Strong organizational and time-management skills

Interested candidate can apply through
Ph-9363405130
hr@vrlivin.co.in

Job Types: Full-time, Permanent

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Health insurance
• Leave encashment
• Life insurance
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person