Executive Assistant To Managing Director

Executive Assistant to the Managing Director (EA to MD)

Department: MD's Office / Executive Management

Designation: Executive Assistant to Managing Director

Industry: Real Estate / Construction / Infrastructure

Reporting To: Managing Director (MD)

Location: Noida / Corporate Office

Experience: 5-10 years, preferably in real estate, construction, or infrastructure

Apply on : [email removed] or Whatsapp cv on [phone removed]

1. Job Purpose

To provide high-level executive, administrative, and coordination support to the Managing Director, ensuring efficient management of

daily activities, meetings, communications, business priorities, and follow-ups across departments, projects, and business functions.

The role requires strong organization, discretion, proactive coordination, and close collaboration with senior management to support

timely execution of decisions and business objectives.

2. Key Responsibilities

A. Executive & Administrative Support

 Manage the MD's daily calendar, appointments, meetings, travel arrangements, and official engagements.

 Prioritize schedules and ensure effective utilization of the MD's time.

 Handle incoming calls, emails, correspondence, and confidential documents.

 Prepare meeting agendas, presentations, minutes of meetings (MoM), and management reports.

 Maintain records of important communications, decisions, and commitments.

B. Coordination with Departments & Projects

 Coordinate with senior management, General Managers, department heads, and project teams across locations.

 Follow up on instructions issued by the MD and ensure timely closure of assigned tasks.

 Track pending action points, project updates, approvals, and management decisions.

 Facilitate coordination between Projects, Sales & Marketing, CRM, Finance, Accounts, Legal, Purchase, Contracts, Planning, and

HR.

 Consolidate updates from sites and departments for management review.

C. Real Estate Project & Business Coordination

 Track the status of ongoing real estate projects, construction milestones, and key deliverables.

 Coordinate updates on project progress, customer collections, cash flow, expenses, and fund requirements with concerned

departments.

 Follow up on regulatory approvals, statutory compliances, legal matters, and project documentation.

 Coordinate meetings related to land acquisition, development, construction, sales, customer settlements, and project handovers, as

applicable.

 Support the MD in reviewing business performance, operational challenges, and project priorities.

D. Meetings & Management Reporting

 Organize daily, weekly, and monthly review meetings with internal teams and external stakeholders.

 Prepare and circulate meeting agendas, minutes, action trackers, and follow-up reports.

 Maintain a centralized tracker for pending decisions, approvals, and deliverables.

 Ensure accountability among stakeholders for actions assigned by the MD.

 Escalate delays, critical issues, and unresolved matters to the MD in a timely manner.

E. Communication & Stakeholder Management

 Act as a coordination point between the MD's office and internal and external stakeholders.

 Liaise professionally with clients, consultants, vendors, contractors, investors, business associates, and government officials, where

required.

 Draft professional emails, letters, presentations, and management communications on behalf of the MD.

 Ensure timely responses and follow-ups on important business communications.

Executive Assistant to MD | Real Estate

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F. Confidentiality & Governance

 Maintain strict confidentiality of business, financial, legal, employee, and strategic information.

 Ensure proper documentation and organized record-keeping of important decisions and correspondence.

 Handle sensitive matters with professionalism, discretion, and sound judgment.

 Ensure instructions from the MD are accurately communicated and tracked.

3. Key Performance Indicators (KPIs)

 Timely execution and closure of action points assigned by the MD.

 Accuracy and timeliness of management reports and meeting minutes.

 Effective calendar, meeting, and priority management.

 Timely follow-up on departmental and project-level deliverables.

 Reduction in delays caused by missed communications or pending approvals.

 Quality of coordination across departments and project sites.

 Timely escalation of critical operational and business issues.

 Confidentiality, accuracy, and professionalism in all official matters.

4. Required Qualifications

 Graduate in any discipline; MBA or a relevant postgraduate qualification is preferred.

 5-10 years of experience in executive assistance, management coordination, or senior administrative support.

 Prior experience supporting an MD, CEO, Director, or senior executive in a real estate or construction organization is preferred.

5. Required Skills & Competencies

 Excellent verbal and written communication skills.

 Strong follow-up, coordination, and stakeholder management abilities.

 Proficiency in MS Excel, Word, PowerPoint, Outlook, and Google Workspace.

 Ability to prepare MIS reports, meeting minutes, presentations, and action trackers.

 Strong time management, prioritization, and problem-solving skills.

 Ability to manage multiple tasks and work under pressure.

 High degree of integrity, discretion, ownership, and accountability.

 Proactive approach with the ability to anticipate requirements and resolve coordination gaps.

6. Key Working Relationships

Internal

 Managing Director, CEO, Directors, GMs, Department Heads, Project Heads, Finance & Accounts, Sales & Marketing, CRM, Legal,

Purchase, Contracts, Planning, HR, and Administration.

External

 Clients, consultants, contractors, vendors, investors, business associates, and other stakeholders as required.

7. Role Expectations

The EA to MD is expected to function as a reliable coordination partner to the Managing Director, ensuring that priorities are

communicated clearly, decisions are documented, responsibilities are followed up, and critical business matters receive timely

attention. The role is not limited to calendar management or administrative support; it requires ownership of executive coordination,

structured follow-ups, and effective communication across the organization while maintaining appropriate authority boundaries and

confidentiality.