Website:
hyperloopgroup.com
Job details:
Job Title: Executive Assistant to Director / Personal Secretary
Company: Hyperloop Consultancy Group
Location: Belapur, Navi Mumbai
Experience: Fresher / 0–2 Years
Role OverviewWe are looking for a highly organized, smart, and proactive individual to work directly with the Director as an Executive Assistant. This is a multi-functional role involving administration, coordination, communication, documentation, and execution support.
This position is ideal for candidates who want strong career growth, real estate exposure, and direct learning under leadership in a fast-paced redevelopment and consultancy environment.
The candidate must be fluent in English, capable of drafting emails, taking notes, and managing communications professionally.
Detailed Roles & Responsibilities1. Calendar & Time Management (Daily Control)- Manage Director’s daily schedule, appointments, and meetings
- Plan and organize meetings based on priority and importance
- Avoid scheduling conflicts and ensure time optimization
- Set reminders and ensure the Director is prepared for all meetings
- Coordinate rescheduling and cancellations efficiently
2. Email Management & Professional Communication- Draft, reply, and manage emails in clear and professional English
- Handle incoming emails and prioritize based on urgency
- Maintain proper email records and communication trails
- Communicate with:
- Clients / CHS Society Members
- Developers / Builders
- Architects, Legal, Structural & PMC Consultants
- Ensure timely responses and follow-ups
3. Call Handling & Frontline Communication- Attend and screen calls on behalf of the Director
- Take messages and ensure proper follow-ups
- Communicate updates clearly to internal and external stakeholders
4. Meeting Management & Documentation- Schedule and coordinate meetings (online/offline)
- Prepare meeting agendas and briefing notes
- Attend meetings and record Minutes of Meetings (MOM) accurately
- Share MOMs with stakeholders
- Track action points and follow up until closure
5. Coordination & Follow-up (Core Responsibility)- Act as a central coordination point between:
- Director and internal team
- Clients and consultants
- Developers and societies
- Follow up on:
- Pending tasks
- Submissions and approvals
- Documentation and reports
- Ensure work assigned by Director is executed on time
6. Project Support (Redevelopment & Consultancy)- Assist in managing multiple redevelopment projects
- Track project status, timelines, and updates
- Coordinate for:
- Feasibility reports
- Tender documents
- Developer proposals
- Agreements & LOIs
- Maintain project-wise data and updates
7. Tendering & Developer Coordination Support- Assist in preparing and sending tender documents
- Maintain database of developers and their profiles
- Coordinate pre-bid meetings and communications
- Compile and organize developer offers
- Assist in comparison sheets and documentation
8. Documentation & File Management- Maintain organized digital and physical filing systems
- Manage:
- Agreements
- Reports
- Drawings
- Client records
- Ensure proper naming, storage, and easy retrieval of documents
- Maintain confidentiality of sensitive data
9. Client & Society Coordination- Coordinate with CHS office bearers and members
- Schedule society meetings and presentations
- Follow up for:
- Approvals
- Signatures
- Documentation
- Maintain professional client relationships
10. Data Entry, MIS & Reporting- Maintain Excel sheets and project trackers
- Update MIS reports regularly
- Track tasks, deadlines, and progress
- Prepare basic reports for Director review
11. Business Support & Research- Assist in preparing:
- Presentations (PowerPoint)
- Reports and summaries
- Conduct basic research on:
- Developers
- Market trends
- Project data
- Compile data for decision-making
12. Office Administration- Support day-to-day office operations
- Coordinate with vendors and office staff
- Manage office supplies and requirements
- Ensure smooth office functioning
13. Travel & Logistics Coordination- Assist in planning meetings and site visits
- Coordinate travel bookings (if required)
- Ensure smooth execution of meeting logistics
14. Personal Assistance to Director (Limited but Important)- Assist with personal scheduling and reminders
- Handle small personal tasks when required
- Maintain strict confidentiality and professionalism
15. Task Execution & Follow-Up Excellence (Very Critical)- Ensure all assigned tasks are completed without delay
- Regular follow-ups with stakeholders
- Maintain a task tracker for pending work
- Take ownership of responsibilities
Eligibility Criteria- Fresher or 0–2 years experience
- Graduate in any field
Mandatory Skills- Fluent English (spoken & written)
- Ability to draft professional emails independently
- Good note-taking and listening skills
- Basic MS Office knowledge (Word, Excel, PowerPoint)
- Strong communication and coordination ability
Preferred Skills (Optional)- Marathi & Hindi language knowledge
- Interest in Real Estate / Redevelopment
- Basic understanding of office workflows
Key Traits Required- Smart, presentable, and confident
- Highly organized and detail-oriented
- Strong follow-up and execution skills
- Willingness to learn and grow
- Ability to handle pressure and multitask
- Trustworthy and maintains confidentiality
Salary- ₹10,000 – ₹20,000 per month (initial)
- Increment based on performance
Why Join Hyperloop Consultancy Group?- Direct exposure to Director-level working
- Strong learning in redevelopment & consultancy projects
- Fast career growth opportunity
- Hands-on experience across multiple business functions
How to ApplySend your resume to: info@hyperloopgroup.com
Click on Apply to know more.