Executive Assistant To Managing Director

Role & responsibilities

• Act as the primary coordination point for communication and information reaching the MD from project sites and Headoffice teams.
• Ensure that letters, emails, reports, notices and important communications received from project sites are brought to the MD's attention in real time.
• Monitor and communicate project-site grievances, critical queries, operational issues and urgent matters to the MD on a top-priority basis.
• Maintain a systematic real-time tracker of site communications, queries, grievances, instructions and follow-ups.
• Ensure timely follow-up on matters assigned or instructed by the MD and maintain proper records of action taken.
• Prepare, maintain and update MIS, reports, data sheets, trackers and management records using MS Excel.
• Maintain and organize both physical and electronic records/documents, ensuring easy retrieval whenever required.
• Assist the MD in reviewing and organizing project-related data, correspondence, reports and documentation.
• Coordinate with project/site teams, department heads of the Head Office to obtain required information and updates.
• Maintain proper documentation of important communications, decisions, instructions and follow-up actions.
• Handle confidential information with high discretion and professionalism.
• Support the MD in day-to-day administrative, coordination and documentation requirements.

Preferred candidate profile

• Female candidate with a mature and professional personality.
• Excellent verbal and written communication skills.
• Confident, composed and capable of communicating effectively with senior management, project heads and site teams.
• Excellent command of MS Excel, including data management, trackers, MIS and reporting.
• Strong skills in data organization, record keeping and document management.
• Tech-savvy and comfortable working with computer-based documentation and digital records.
• Strong attention to detail with excellent follow-up and coordination skills.
• Ability to identify urgent and critical matters and escalate them to the MD without delay.
• Ability to work with confidential and sensitive information.
• Highly organized, responsible, proactive and capable of working in a fast-paced project environment.
• Immediate joiner preferred.