Executive Assistant to Managing Director (MD)

Department:Management / Corporate Office

Reporting To:Managing Director

Location:Corporate Office

Job Summary

The Executive Assistant to the Managing Director is responsible for providing high-level administrative, operational, and strategic support to ensure the smooth functioning of the MD's office. The role requires exceptional organizational skills, confidentiality, business communication, and coordination across multiple departments, including Projects, Sales, Marketing, Finance, CRM, Legal, HR, and Procurement.

Key Responsibilities

Executive & Administrative Support

- Manage the MD's calendar, appointments, meetings, and travel schedules.
- Prioritize daily activities and ensure effective time management.
- Prepare meeting agendas, minutes of meetings (MOM), and follow up on action items.
- Screen calls, emails, and correspondence on behalf of the MD.
- Draft professional letters, emails, reports, presentations, and official communications.
- Maintain confidential files, documents, and executive records.

Business Coordination

- Coordinate with department heads for project updates and management reviews.
- Monitor progress of strategic initiatives and ensure timely completion.
- Follow up with internal teams on pending tasks and management decisions.
- Track key deliverables and prepare executive dashboards and status reports.

Project & Business Monitoring

- Collect weekly and monthly reports from all departments.
- Monitor project milestones, approvals, and critical timelines.




- Coordinate cross-functional meetings and ensure effective communication.
- Assist in preparing business presentations for investors, banks, clients, and board meetings.

Documentation & Compliance

- Maintain management records, agreements, contracts, and confidential documents.
- Ensure proper filing and document control systems.
- Coordinate with Legal, Finance, and HR for approvals and documentation.
- Assist in preparing management reports and compliance-related documents.

Communication Management

- Act as the primary point of coordination between the MD and internal/external stakeholders.
- Coordinate meetings with consultants, architects, contractors, vendors, and government authorities.
- Handle professional correspondence with clients and business partners.

MIS & Reporting

- Prepare Daily, Weekly, and Monthly MIS reports.
- Track departmental KPIs and management review action plans.
- Develop executive dashboards and business performance summaries.
- Analyze reports and highlight critical issues requiring management attention.

Event & Meeting Management

- Organize Board Meetings, Management Review Meetings, and Leadership Meetings.
- Coordinate presentations, conference rooms, and meeting logistics.




- Prepare meeting documents and circulate minutes promptly.

Confidentiality

- Handle highly confidential business information with integrity.
- Maintain strict confidentiality regarding financial, legal, strategic, and organizational matters.

Required Qualifications

- Bachelor's Degree in Business Administration, Management, Commerce, or a related field.
- MBA is preferred.

Experience

- 510 years of experience as an Executive Assistant, Executive Secretary, or Management Coordinator.
- Experience in Real Estate, Construction, Infrastructure, or Property Development is preferred.

Required Skills

- Excellent verbal and written communication.
- Strong organizational and multitasking abilities.
- Advanced knowledge of Microsoft Office (Excel, PowerPoint, Word, Outlook).
- Excellent presentation and report preparation skills.
- Solid follow-up and coordination abilities.
- High level of professionalism and confidentiality.
- Analytical thinking and problem-solving skills.
- Ability to work under pressure and meet deadlines.

Preferred Knowledge

- Real estate development lifecycle.
- Project coordination and management reporting.
- Business MIS and dashboard preparation.
- Document management systems.
- Corporate governance and executive administration.

Competencies

- Leadership support
- Time management
- Attention to detail
- Decision support
- Professional communication
- Stakeholder management
- Confidentiality and integrity
- Planning and execution
- Initiative and ownership
- Adaptability and flexibility

📌 Executive Assistant To Managing Director in Real Estate Developers (Chennai)
🏢 Traventure Homes Tamil Nadu
📍 Chennai