Adept Global
Website:
adeptglobal.com
Job details:
Designation: Executive Assistant to Director
Experience: 2+ Years
Location: Mumbai
Work Schedule:
Monday to Friday: In-office (10:00 AM – 6:00 PM)
Saturday: Remote working
Job Summary
We are looking for a proactive and highly organized Executive Assistant to the Director. The role requires managing both in-office administrative responsibilities and external coordination tasks, ensuring smooth day-to-day functioning and effective time management for the Director. Candidates with prior exposure to the real estate, construction, or infrastructure sector will be preferred.
Key Responsibilities
1. Executive & Administrative Support
- Manage the Director’s calendar, meetings, appointments, and travel schedules.
- Prepare meeting agendas, take minutes, and track action items.
- Handle confidential correspondence, documents, filing and reports.
2. Coordination & Communication
- Act as a point of contact between the Director and internal teams, clients, consultants, and vendors and follow up on pending tasks and ensure timely completion..
- Coordinate with departments such as legal, finance, sales, and projects for updates and documentation.
3. External & Field Responsibilities
- Assist the Director with site visits, external meetings, and coordination with consultants/authorities when required.
- Manage documentation and communication related to meetings with partners, clients, and stakeholders.
- Support in coordinating logistics for events, meetings, and project reviews outside the office.
4. Documentation & Reporting
- Maintain organized records of important documents, presentations, and reports.
- Assist in preparing presentations, MIS reports, and summaries for management review.
5. Personal Assistance:
- Support the Director with select personal tasks such as managing personal appointments, travel arrangements, and other day-to-day coordination when required.
Key Requirements
- 2+ years of experience as an Executive Assistant / Personal Assistant / Coordinator.
- Preference for candidates with real estate, construction, or infrastructure industry exposure.
- Strong organizational, multitasking, and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Ability to handle confidential information with discretion.
Preferred Profile
- Professional, proactive, and detail-oriented.
- Comfortable managing both office-based tasks and external coordination.
- Strong follow-up and stakeholder management skills.
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