Executive Assistant

URGENT HIRING FOR EXECUTIVE ASSISTANT / PERSONAL ASSISTANT

Preferred immediate joiner

Email - [email removed]

Contact no. [phone removed]

Location - Jabalpur, Madhya Pradesh

Experience - 9 to 15 year (only male Candidates can apply)

CTC - Upto 6 LPA

Department: Administration / Operations

Reporting To: Managing Director / Director / CEO

Age 40-45 Yrs

Job Summary
The Executive Assistant cum Personal Assistant will provide comprehensive administrative, operational, and personal support to senior management. The role involves coordinating railway project-related documentation, site communication, and office administration, purchase coordination, scheduling, and ensuring the smooth execution of day-to-day business activities.

Key Responsibilities

Executive & Personal Assistance

Manage the executive's calendar, meetings, appointments, and travel arrangements.
Screen phone calls, emails, and correspondence.
Prepare meeting agendas, minutes (MOM), reports, presentations, and business documents.
Follow up on action items and ensure timely completion.
Maintain confidentiality of company and executive information.

Projects & Site Coordination

Coordinate with railway site engineers, project managers, contractors, and clients.
Track approvals, work orders, site reports, and correspondence.
Coordinate submission of project-related documents to clients and authorities.

Office Administration

Handle day-to-day office administration activities.
Maintain office records, files, and document management systems.
Coordinate with vendors, service providers, and internal departments.

Ensure smooth office operations and administrative compliance.

Purchase & Procurement

Prepare purchase requisitions and purchase orders.
Obtain quotations and compare vendor prices.
Coordinate with suppliers for timely delivery of materials.
Maintain purchase records and inventory-related documentation.
Follow up on invoices, payments, and vendor communications.

Documentation & Reporting

Prepare daily, weekly, and monthly MIS reports.
Maintain project trackers and status reports.
Draft official letters, emails, and client correspondence.
Organize digital and physical documentation for easy retrieval.

Coordination & Communication

Act as the communication link between management, clients, project teams, and vendors.
Coordinate meetings with clients, consultants, and railway officials.
Ensure timely follow-up on pending approvals and project deliverables.

Preferred Qualifications

Bachelor's degree in Business Administration, Commerce, Engineering, or a related field.
Additional certification in Office Administration or Executive Assistance is an advantage.

Experience

12-15 years of experience preferred in railway projects, infrastructure, EPC, construction, or service
industries is preferred.

Required Skills

Excellent interpersonal skills.
Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
Experience handling project documentation and MIS reporting.

Ability to work under pressure and meet deadlines.
Strong follow-up and coordination skills.
High level of integrity and confidentiality.

Preferred Knowledge

Project documentation and site coordination.
Vendor management and procurement.
Contract administration and document control.
Basic understanding of project management practices.

Preferred immediate joiner

Email - [email removed]

Contact no. [phone removed]