Key Roles & Responsibilities

1. Executive Support

- Manage the daily schedule and calendar of the Managing Director.
- Prioritize meetings, appointments, and business commitments.
- Coordinate travel, accommodation, and logistics.
- Prepare meeting agendas, minutes, and action items.
- Follow up on pending decisions and approvals.
- Maintain complete confidentiality of executive information.

2. Responsibilities

- Screen phone calls and emails.
- Draft professional correspondence and official communications.
- Organize executive files and confidential documents.
- Maintain records of important contracts and agreements.
- Handle executive correspondence with clients, vendors, and business partners.
- Prepare presentations and business reports.

3. MIS & Reporting

- Prepare Daily MIS Reports.
- Weekly Progress Reports.
- Monthly Business Performance Reports.
- Department-wise Performance Dashboards.
- Task Status Reports.
- Vendor Performance Reports.
- Recruitment Progress Reports.
- Project Monitoring Reports.
- Follow-up reports for pending activities.
- Maintain accurate Excel trackers and management dashboards.

4. Internal Department Coordination

Coordinate with all departments, including:

- HR & Recruitment
- Finance & Accounts
- Administration
- Sales & Business Development
- Marketing
- Operations
- Projects
- Procurement
- Legal & Compliance
- IT

Responsibilities include:

- Collecting updates from department heads.
- Coordinating cross-functional activities.
- Tracking deliverables.
- Escalating delays to management.
- Ensuring timely execution of management instructions.

5. Task Allocation & Follow-up





- Allocate tasks assigned by the Managing Director.
- Maintain a centralized task tracker.
- Monitor completion timelines.
- Follow up with department heads.
- Prepare daily and weekly status reports.
- Escalate overdue tasks.
- Ensure accountability across departments.

6. Stakeholder Communication

Coordinate with:

- Internal Employees
- Department Heads
- Clients
- Investors
- Consultants
- Government Officials
- Auditors
- Chartered Accountants
- Legal Advisors
- Vendors
- Business Partners

Maintain professional communication through email, phone calls, meetings, and virtual platforms.

7. Vendor Management & On boarding

- Identify and on board new vendors.
- Collect quotations and compare pricing.
- Maintain vendor database.
- Coordinate agreements and documentation.
- Monitor vendor performance.
- Follow up on deliveries and services.
- Ensure timely renewal of contracts and subscriptions.

8. Software & E-Commerce Subscription Management

Manage company subscriptions including:

- HR Software
- Recruitment Portals
- Microsoft 365
- Google Workspace
- CRM Systems
- Accounting Software
- Project Management Tools
- Cloud Storage
- Domain & Hosting Renewals
- AI Tool Subscriptions
- Communication Platforms

Track renewal dates, usage, invoices, and vendor relationships.

9.



Meeting Coordination

- Schedule internal and external meetings.
- Prepare agendas.
- Record Minutes of Meetings (MoM).
- Circulate action points.
- Track completion of action items.
- Coordinate board and management meetings.

10. Documentation & Record Management

- Maintain confidential files.
- Organize digital and physical records.
- Prepare reports and presentations.
- Draft official letters and business proposals.
- Maintain contracts and agreements.

11. Business Coordination

- Support business development initiatives.
- Coordinate client meetings.
- Assist in proposal preparation.
- Follow up on strategic projects.
- Track key business opportunities.

12. Office Coordination

- Coordinate with Administration.
- Support office setup and expansion activities.
- Coordinate procurement requirements.
- Liaise with housekeeping and facility teams when required.

13. Communication Responsibilities

- Draft professional emails.
- Prepare presentations.
- Prepare meeting notes.
- Handle executive correspondence.
- Coordinate video conferences.
- Maintain communication records.

Required Skills

- Excellent verbal and written communication in English.
- Strong interpersonal and stakeholder management skills.
- Excellent coordination and follow-up abilities.
- High level of professionalism and confidentiality.
- Strong analytical and problem-solving skills.
- Ability to multitask and work under pressure.
- Excellent presentation skills.
- Robust organizational and time-management skills.
- Proactive attitude with attention to detail.

📌 Executive Assistant To Managing Director (Hyderabad)
🏢 Hanuma Infra Projects
📍 Hyderabad