Executive Assistant

Role Overview

The Personal Assistant to the Managing Director will assist the Managing Director, ensuring effective management of schedules, meetings, travel, communication, documentation, and follow-ups. The role requires a highly proactive, organized, discreet, and detail-oriented professional who can manage multiple priorities, anticipate requirements, and ensure smooth coordination with internal teams and external stakeholders in a dynamic construction business environment.

Key Responsibilities

1. Calendar & Schedule Management

• Manage the Managing Director’s daily calendar, meetings, appointments, and commitments.
• Schedule and coordinate internal and external meetings, ensuring timely communication to all stakeholders.
• Prioritise appointments and manage schedule conflicts effectively.
• Track important deadlines, commitments, and follow-up actions.

2. Travel & Logistics

• Plan and coordinate domestic and international travel, including flights, hotels, transportation, and itineraries.
• Ensure all travel arrangements are aligned with the Managing Director’s schedule and preferences.
• Coordinate logistics for meetings, conferences, business visits, and other official engagements.

3. Executive Support

• Prepare meeting agendas, briefing notes, presentations, reports, and other documents as required.
• Maintain and organize important files, records, correspondence, and documents.
• Support the Managing Director in day-to-day administrative and business-related activities.
• Coordinate with functional heads and other senior stakeholders to ensure timely execution of assigned actions.

4. Communication & Coordination

• Handle phone calls, emails, correspondence, and other communications on behalf of the Managing Director where required.
• Act as a key coordination point between the Managing Director and internal/external stakeholders.
• Follow up with concerned teams on important decisions, action points, and pending matters.
• Ensure timely flow of information and effective communication across stakeholders.

5. Follow-up & Action Tracking

• Maintain a tracker of key decisions, commitments, action points, and deadlines.
• Follow up with respective stakeholders and provide timely status updates to the Managing Director.
• Ensure closure of critical tasks and commitments within agreed timelines.

6. Confidentiality & Professional Conduct

• Maintain strict confidentiality of sensitive business, financial, personal, and strategic information.
• Exercise sound judgment when handling confidential communications and documents.
• Demonstrate professionalism and discretion while interacting with senior management, employees, customers, vendors, and other external stakeholders.

Key Skills & Competencies

• Excellent organizational and time-management skills.
• Strong verbal and written communication skills.
• Excellent coordination and follow-up abilities.
• Strong attention to detail and accuracy.
• Ability to multitask and manage competing priorities.
• High level of discretion and confidentiality.
• Proactive approach with the ability to anticipate requirements.
• Strong interpersonal and stakeholder-management skills.
• Good business acumen and professional maturity.
• Ability to work under pressure and in a fast-paced environment.
• Proficiency in MS Office – Word, Excel, PowerPoint, Outlook/Email and Calendar Management.

Desired Experience & Qualification

• Experience: 16+ years of relevant experience as a Personal Assistant, Executive Assistant, Management Assistant, or similar role supporting MD.
• Age: 40 - 48 years.
• Qualification: Graduate in any discipline; relevant professional qualifications will be an advantage.
• Experience in a manufacturing, construction, infrastructure, real estate, building materials, or similar business environment would be preferred.

Confidential Document – For Internal Use Only