JOB TITLE: Personal Assistant (PA) to Managing DirectorCompany:

Gaj Group (Real Estate & Land Development)

Location:

Vadodara, Gujarat

Reporting To:

Managing Director (MD)

Job Summary

Gaj Group is seeking a highly professional, intelligent, proactive, and result-oriented Personal Assistant (PA) to provide comprehensive support to the Managing Director. The ideal candidate should possess robust administrative, legal, civil engineering, communication, and coordination skills. The role requires managing the MD's daily schedule, meetings, follow-ups, project coordination, legal documentation, and executive reporting while maintaining complete confidentiality and professionalism.

Key ResponsibilitiesExecutive & Administrative Support

- Manage MD's daily calendar, appointments, meetings, and schedules.
- Maintain daily To-Do Lists and task trackers.
- Prepare Minutes of Meeting (MOM) and follow-up reports.
- Coordinate with internal departments and external stakeholders.
- Handle confidential information and important business documents.
- Ensure timely completion of tasks assigned by the MD.

Legal Coordination

- Coordinate with Advocates, Legal Consultants, Government Offices, and Revenue Departments.
- Maintain records of legal documents and agreements.
- Assist in drafting and reviewing official correspondence and documentation.
- Track legal matters, notices, compliance requirements, and documentation status.
- Basic understanding of Civil Law and Criminal Law procedures.

Civil Engineering & Project Coordination

- Coordinate with Civil Engineers, Contractors, Architects, and Consultants.
- Monitor project progress and submit regular updates to the MD.
- Understand site development activities including:
- Land Development
- Plotting Projects
- Internal Roads
- Drainage Lines
- Water Supply Lines
- Compound Walls
- Infrastructure Development Works
- Read and understand basic engineering drawings and project reports.




- Track project timelines and completion status.

Communication & Coordination

- Draft professional emails, letters, notices, and reports.
- Communicate effectively with clients, vendors, consultants, government authorities, and project teams.
- Represent the MD professionally in meetings and discussions whenever required.

Required SkillsLanguage Proficiency

- Excellent English Speaking & Writing
- Excellent Gujarati Speaking & Writing
- Excellent Hindi Speaking & Writing
- Fast Typing Speed in English and Gujarati

Computer Skills

- Advanced MS Excel (VLOOKUP, Pivot Table, MIS Reporting)
- MS Word
- PowerPoint
- Google Workspace
- Email Management
- Data Analysis & Reporting

Legal Knowledge

- Basic Civil Law Knowledge
- Basic Criminal Law Knowledge
- Documentation & Agreement Understanding
- Government Process Knowledge

Civil Engineering Knowledge

- Real Estate Industry Knowledge
- Plotting & Land Development Project Understanding
- Construction Process Awareness
- BOQ & Project Reporting Knowledge Preferred

Desired Personality Traits

- Strong Leadership & Coordination Skills
- Excellent Follow-up Ability
- Smart & Professional Personality
- High Level of Confidentiality
- Strong Problem-Solving Skills
- Multi-Tasking Ability
- Time Management & Organizational Skills
- Positive Attitude and Ownership Mindset

Qualification

- MBA / BBA / BE Civil / Diploma Civil / LLB / Any Relevant Graduate

Experience

- Minimum 3 to 7 Years Experience as:
- Personal Assistant (PA)
- Executive Assistant (EA)
- Project Coordinator
- Legal Coordinator
- Real Estate Administration Professional

Industry Preference

- Real Estate
- Land Development
- Construction
- Infrastructure

Salary

Best in Industry (Based on Experience, Knowledge & Skills)

Joining

Immediate Joiners Preferred

Rajesh Solanki (HR)

Mo: +91-XXXXXXXXXX

Pay: ₹25,000.00 - ₹45,000.00 per month

Benefits:

- Cell phone reimbursement
- Paid sick time
- Provident Fund

Work Location: In person

📌 Personal Assistant to Managing Director (India)
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📍 India