Contact Details

Vilas Kulkarni

Mob : (phone hidden)

Email ID : [email protected]

About the Role

The Technical Assistant to the CEO Construction is a high-visibility role that provides strategic, operational, and administrative support to the CEO. The position acts as a central coordination point between the CEO and various departments, including Project Execution, QA/QC, Purchase, Planning, Design, and other support functions.

This role is not a conventional Executive Secretary position. While it includes calendar management and meeting coordination responsibilities, the primary focus is on driving organizational effectiveness through planning, tracking, reporting, coordination, follow-ups, and management information support.

The incumbent will work closely with senior leadership teams and play a critical role in ensuring timely execution of business priorities and strategic initiatives.

Key Responsibilities

Executive Office Management

- Manage the CEO's calendar, meetings, appointments, and business commitments.
- Prioritize and schedule meetings based on business requirements.
- Coordinate internal and external meetings on behalf of the CEO.
- Organize leadership reviews, project reviews, and functional meetings.
- Ensure effective management of the CEO's daily agenda.

Meeting Management & Governance

- Prepare meeting agendas in consultation with the CEO.
- Attend leadership meetings and record Minutes of Meeting (MOM).
- Circulate MOMs and track closure of action items.
- Ensure timely follow-up with departments on pending actions.
- Maintain records of important decisions and approvals.

Strategic Coordination

- Coordinate with Project Execution, QA/QC, Purchase, Planning, Design, Finance, HR, and other departments.
- Follow up on key business priorities assigned by the CEO.




- Track progress of strategic initiatives and special projects.
- Facilitate communication between leadership teams and the CEO.

MIS & Reporting

- Prepare daily, weekly, and monthly management reports.
- Consolidate project progress reports from various departments.
- Develop dashboards and presentations for leadership reviews.
- Monitor key performance indicators and project updates.
- Ensure accuracy and timely submission of reports.

Project & Functional Tracking

- Monitor critical milestones across projects.
- Track departmental deliverables and commitments.
- Highlight delays, risks, and bottlenecks to the CEO.
- Support cross-functional coordination to ensure timely execution.

Presentation & Documentation

- Prepare skilled presentations for management reviews and board meetings.
- Draft business correspondence, reports, notes, and summaries.
- Maintain confidential records and important documents.
- Support preparation of business reviews and strategic presentations.

Stakeholder Management

- Interact regularly with senior management, department heads, consultants, and project teams.
- Coordinate communication between the CEO's office and business functions.
- Ensure professionalism and confidentiality in all interactions.

Key Interfaces

Internal Stakeholders

- CEO Construction
- Project Heads
- Project Managers
- QA/QC Team
- Purchase Team
- Design Team
- Planning Team
- Finance Team
- HR Team

External Stakeholders





- Consultants
- Vendors
- Industry Partners
- External Agencies (as required)

Desired Candidate Profile

Education

- B.E./B.Tech (Civil Engineering Preferred)
- MBA / PGDM will be an added advantage

Experience

- 5 to 10 years of experience in Project Coordination, Technical Assistant, PMO, Executive Office, Business Support, or Construction Operations roles.
- Experience in Construction, Real Estate, Infrastructure, or Engineering organizations preferred.

Technical Skills

- Advanced MS Excel
- PowerPoint Presentation Preparation
- Management Reporting (MIS)
- Minutes of Meeting (MOM) Preparation
- Dashboard Preparation
- Data Analysis
- Project Tracking
- Documentation Management

Behavioral Competencies

- Excellent Communication Skills
- High Attention to Detail
- Strong Follow-up & Coordination Skills
- Organizational Ability
- Professional Maturity
- Confidentiality & Integrity
- Stakeholder Management
- Problem Solving
- Time Management
- Executive Presence

Key Performance Indicators (KPIs)

- Timely closure of action items from leadership meetings
- Accuracy and timeliness of management reports
- Effectiveness of CEO calendar management
- Quality of presentations and documentation
- Follow-up effectiveness on business priorities
- Cross-functional coordination efficiency
- Timely escalation of risks and delays
- Stakeholder satisfaction

Why This Role is Important

This role serves as the CEO's operational and coordination arm, ensuring that strategic decisions are translated into actionable outcomes. The position offers significant exposure to senior leadership, project operations, and business decision-making, making it an excellent platform for future leadership roles within the organization.

📌 Technical Assistant To Construction CEO (Bengaluru)
🏢 Sowparnika
📍 Bengaluru