Executive Assistant (EA) / Personal Assistant to COO

Company: SSACT Project Management LLP

Location: Surat, Gujarat

Reporting To: Chief Operating Officer (COO)

About the Role

SSACT Project Management LLP is looking for a highly organized, proactive, and professional Executive Assistant (EA) / Personal Assistant to support the Chief Operating Officer (COO). This role goes beyond routine administrative work and requires an individual who can independently coordinate with clients, consultants, project teams, and internal departments while ensuring seamless execution of day-to-day business operations.

The ideal candidate should possess excellent communication skills, strong organizational abilities, a high level of confidentiality, and the ability to manage multiple priorities in a fast-paced project management environment.

Key ResponsibilitiesExecutive Calendar Management

- Manage the COO's daily calendar, appointments, and business meetings.
- Schedule meetings with clients, consultants, contractors, vendors, and internal teams.
- Plan business tours and travel itineraries.
- Coordinate meeting venues and online meeting platforms.
- Ensure efficient time management and avoid scheduling conflicts.

Meeting Management

- Prepare meeting agendas and supporting documents.
- Record Minutes of Meeting (MOM).
- Prepare Action Taken Reports (ATR).
- Follow up with stakeholders to ensure timely closure of action items.
- Maintain organized records of all meetings and decisions.

Daily Executive Coordination

- Track the COO's daily priorities and commitments.
- Coordinate with internal teams for updates on ongoing assignments.
- Monitor critical deadlines and ensure timely completion of deliverables.
- Remind the COO about important meetings, approvals, and commitments.

Project Coordination

Coordinate with:

- Project Managers
- Quantity Surveying Team
- HR Department
- Accounts Department
- Project Engineers
- Site Teams

Track and follow up on:

- Daily Progress Reports (DPR)
- Weekly Progress Reports (WPR)
- Site Visit Reports
- Quality Audit Reports
- Client Deliverables
- Request for Information (RFI)
- Drawing Status
- Tender Status
- Billing Status
- Project Closure Activities

Client Communication





- Coordinate with clients for meetings and project discussions.
- Schedule presentations and review meetings.
- Draft qualified emails, letters, and official communications.
- Follow up on proposals, agreements, invoices, and payments.
- Maintain professional communication with all stakeholders.

Business Development Support

- Maintain Proposal Tracker.
- Maintain Tender Tracker.
- Maintain Lead Tracker.
- Update Client Database.
- Coordinate proposal submissions before deadlines.
- Maintain company presentation and proposal library.

Document Management

Maintain organized records of:

- Consultancy Agreements
- Work Orders
- Purchase Orders
- Client Correspondence
- Technical Reports
- Company SOPs
- Company Policies
- HR Documents
- ISO Documents
- Financial Approvals

Ensure proper document filing, version control, and easy retrieval.

HR Coordination

Coordinate with the HR Department for:

- Interview scheduling
- Candidate coordination
- Employee joining formalities
- Performance review meetings
- Training programs
- Attendance and leave coordination
- Executive travel arrangements

Accounts Coordination

Coordinate with the Accounts Department for:

- Vendor payments
- Client receivables
- Expense reimbursements
- Purchase approvals
- Invoice submissions
- Payment follow-ups

Travel Management

- Book flights, hotels, and local transportation.
- Prepare travel itineraries.
- Coordinate site visit schedules.
- Maintain travel expense records.

Event Coordination

Coordinate company participation in:

- Client meetings
- Business conferences
- Industry events
- Exhibitions
- Internal meetings
- Training programs
- Annual events

Confidentiality & Executive Support

Maintain strict confidentiality of:

- Financial information
- Business strategies
- Salary information
- Contracts and agreements
- Partnership matters
- HR matters




- Legal documents
- Confidential management discussions

Desired Skills

- Excellent verbal and written communication in English.
- Strong organizational and time management skills.
- Excellent follow-up and coordination abilities.
- Ability to multitask and work under pressure.
- Professional email drafting and documentation skills.
- High level of integrity and confidentiality.
- Strong interpersonal and stakeholder management skills.
- Attention to detail and problem-solving mindset.

Technical Skills

- Microsoft Excel
- Microsoft Word
- Microsoft PowerPoint
- Google Workspace
- Microsoft Outlook
- PDF Editing

Educational Qualification

Preferred:

- BE Civil
- MBA
- BBA
- B.Com
- Bachelor's degree with relevant executive support experience

Experience

- 3–8 years of experience as an Executive Assistant, Personal Assistant, Executive Coordinator, or Project Coordinator.
- Experience in the construction, project management consultancy (PMC), engineering, architecture, infrastructure, or real estate industry will be preferred.

Key Performance Indicators (KPIs)

- 100% calendar management accuracy.
- Meeting schedules managed without conflicts.
- Minutes of Meeting (MOM) issued within 24 hours.
- Action items followed up until closure.
- 100% on-time proposal and document submissions.
- Executive email response within 4 working hours.
- Travel arrangements completed well in advance.
- Zero breaches of confidential information.

Behavioural Competencies

- Professionalism
- Integrity
- Ownership
- Initiative
- Positive attitude
- Adaptability
- Learning mindset
- Calm under pressure
- Client-centric approach
- Strong interpersonal skills

Why Join SSACT Project Management LLP?

- Opportunity to work directly with the COO and senior leadership.
- Exposure to landmark construction and interior projects across India and international markets.
- Dynamic work environment with excellent learning and career growth opportunities.
- Performance-driven culture with opportunities to contribute to strategic business decisions.

Pay: ₹18,000.00 - ₹35,000.00 per month

Location:

- Vesu, Surat, Gujarat (Required)

Work Location: In person

📌 Executive Assistant to COO (Vesu)
🏢 EssAct Project Management
📍 Vesu