Executive Assistant To Director

Key Responsibilities

1. Calendar & Schedule Management

• Manage the Directors daily calendar, appointments, meetings, and commitments.
• Schedule and coordinate internal and external meetings.
• Ensure timely reminders and follow-ups for important meetings and activities.
• Coordinate travel plans, meetings, and other official engagements.

2. Communication & Coordination

• Act as the primary point of contact between the Director and internal/external stakeholders.
• Handle emails, calls, messages, and correspondence professionally.
• Coordinate with HODs and department teams on matters assigned by the Director.
• Follow up with concerned departments for pending tasks and updates.

3. Meeting Management

• Prepare meeting agendas, presentations, and required documents.
• Attend meetings when required and record Minutes of Meeting (MOM).
• Track action points and follow up with respective team members.
• Ensure timely closure of tasks assigned by the Director.

4. MIS & Reporting

• Prepare daily, weekly, and monthly reports as required.
• Collect information and updates from different departments.
• Prepare presentations, summaries, dashboards, and management reports.
• Maintain proper records of important management-related documents.

5. Administrative Support

• Maintain confidential files, documents, agreements, and correspondence.
• Handle official documentation and approvals.
• Coordinate with vendors, clients, consultants, and other external stakeholders when required.
• Support the Director in day-to-day administrative and operational activities.

6. Follow-Up & Task Monitoring

• Maintain a tracker of important assignments given by the Director.
• Regularly follow up with concerned HODs and team members.
• Highlight delays, pending approvals, and critical issues to the Director.
• Ensure that management instructions are communicated and followed up effectively.

7. Confidentiality

• Maintain strict confidentiality of business, financial, employee, client, and management information.
• Handle sensitive documents and communications with complete discretion.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management skills.
• Good follow-up and coordination abilities.
• Excellent proficiency in MS Office – Excel, Word and PowerPoint.
• Ability to prepare professional presentations and MIS reports.
• Strong attention to detail.
• Ability to multitask and work under pressure.
• Professional personality and strong interpersonal skills.
• High level of confidentiality and discretion.
• Proactive approach with the ability to anticipate requirements.
• Good decision-making and problem-solving abilities.
• Familier with AI

Educational Qualification

• Graduate in any discipline.
• MBA / PGDM / relevant management qualification will be an added advantage.

Preferred Candidate Profile

• Experience working as an Executive Assistant, Personal Assistant, Management Executive, or Executive Secretary.
• Experience in Real Estate / Construction / Infrastructure will be preferred.
• Candidates should be comfortable coordinating with senior management and multiple departments.
• Excellent English communication is required.

Key Performance Indicators (KPIs)

• Effective management of the Director’s calendar and schedule.
• Timely completion and follow-up of management action points.
• Accuracy and timeliness of reports and presentations.
• Efficient coordination between management and departments.
• Confidentiality and professional handling of sensitive information.
• Timely communication and closure of assigned tasks.Role & responsibilities

Preferred candidate profile