Executive Assistant To Managing Director

Job Summary

We are looking for a highly organized, proactive, and discreet Executive Assistant to the Director to provide comprehensive administrative, coordination, and operational support in a fast-paced real estate environment.

The ideal candidate will act as a key point of coordination between the Director, internal teams, other stakeholders. The role requires excellent communication skills, strong follow-up abilities, attention to detail, and the ability to manage multiple priorities.

Key Responsibilities

• Manage the Directors calendar, appointments, meetings, travel, and daily schedule.
• Coordinate internal and external meetings, site visits, client meetings, and property-related appointments.
• Prepare meeting agendas, presentations, reports, minutes of meetings, and follow-up trackers.
• Maintain confidentiality of sensitive business, financial, property, and client information.
• Coordinate with sales, marketing, finance, legal, projects, construction, and administration teams.
• Follow up with internal teams and external stakeholders on important tasks, deadlines, approvals, and commitments.
• Maintain and monitor project and property-related documentation.
• Assist the Director in tracking real estate projects, property transactions, investments, and business development activities.
• Coordinate with architects, consultants, contractors, brokers, vendors, lawyers, and government representatives as required.
• Prepare MIS reports, dashboards, status reports, and management summaries.
• Maintain records of property documents, agreements, proposals, correspondence, and other important files.
• Draft and manage professional emails, letters, notices, and business correspondence on behalf of the Director.
• Screen calls, emails, and requests and ensure timely responses or escalation.
• Conduct basic research on properties, market trends, competitors, locations, and potential business opportunities.
• Assist in preparing financial, commercial, and investment-related information for management review.
• Organize travel arrangements, accommodation, itineraries, and expense reports for the Director.
• Maintain a systematic filing and document management system.
• Ensure timely follow-up on decisions taken during management meetings.
• Handle confidential and sensitive matters with a high degree of professionalism and discretion.
• Perform other strategic and administrative responsibilities assigned by the Director.

Desired Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organizational and time-management abilities.
• Excellent follow-up and coordination skills.
• Ability to multitask and work under pressure.
• Strong attention to detail.
• Professional and confident personality.
• Good interpersonal and stakeholder-management skills.
• High level of integrity and confidentiality.
• Ability to anticipate requirements and work proactively.
• Strong problem-solving and decision-making skills.
• Proficiency in MS Office, Excel, PowerPoint, Word, Outlook, Google Workspace, and other business tools.
• Knowledge of real estate processes, documentation, property transactions, or project coordination will be an advantage.

Key Performance Indicators (KPIs)

• Effective management of the Directors schedule and priorities.
• Timely completion and follow-up of assigned tasks.
• Accuracy and quality of reports and documentation.
• Efficient coordination between internal and external stakeholders.
• Timely follow-up on projects, meetings, approvals, and commitments.
• Confidentiality and professional handling of sensitive information.
• Responsiveness and ability to resolve issues proactively.

Ideal Candidate

The ideal candidate should be mature, well-presented, highly organized, proactive, and commercially aware, with the ability to work closely with senior management and manage confidential information. The candidate should be comfortable in a dynamic real estate environment and capable of taking ownership of tasks with minimal supervision.

ONLY MALE CANDIDATES APPLY

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