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Role Overview

We are looking for an exceptionally smart, confident, intelligent, street-smart and highly organised skilled to work closely with the Vice President Sales.

This is not a conventional Executive Assistant or Personal Assistant position.

The individual will function as the business execution partner to the VP, ensuring that priorities are organised, meetings are productive, follow-ups are closed, information is available before it is required, and the VP's time is utilised on the highest-value business activities.

The ideal candidate should understand the pace and dynamics of real estate sales, be extremely comfortable with technology and modern business tools, possess outstanding communication skills, and have the maturity to interact confidently with senior management, customers, channel partners, consultants and external stakeholders.

We are looking for someone who can think two steps ahead rather than simply wait for instructions.

Key Responsibilities

1. Executive & Business Support

- Work closely with the VP to manage day-to-day business priorities.
- Understand the VP's key objectives, sales priorities, meetings, commitments and deadlines.
- Ensure important matters are proactively tracked and closed.
- Act as a robust coordination bridge between the VP and internal departments.
- Anticipate requirements and prepare information before meetings and discussions.
- Filter routine matters and ensure only relevant and critical issues reach the VP.

2. Calendar & Time Management

- Take complete ownership of the VP's professional calendar.
- Prioritise meetings based on urgency, business importance and sales impact.
- Coordinate internal meetings, client meetings, Channel Partner meetings, reviews, site visits and external appointments.
- Avoid scheduling conflicts and optimise the VP's daily schedule.
- Prepare the VP with meeting agendas, background information and necessary documents beforehand.

3. Sales Coordination & Follow-Ups

- Understand basic real estate sales terminology, processes, projects, inventory and customer lifecycle.
- Track important sales discussions, commitments, action points and pending decisions.
- Follow up aggressively but professionally with Sales Heads, Closing Teams, Sourcing Teams, Pre-Sales, CRM, Marketing and other stakeholders.
- Maintain trackers for critical actions and ensure timelines are met.
- Highlight delays, bottlenecks and unresolved issues to the VP proactively.
- Support the VP in sales reviews, business reviews and performance discussions.

4. Meetings & Management Reviews





- Prepare agendas for important meetings.
- Attend selected meetings with the VP whenever required.
- Record Minutes of Meeting and clearly capture:

- Decisions

- Action Points

- Owners

- Timelines
- Follow-Up Status
- Ensure MOM actions are followed through until closure.
- Prepare concise summaries instead of overwhelming the VP with unnecessary information.

5. Presentations, MIS & Business Information

- Create professional and visually strong PowerPoint presentations.
- Prepare management reports, sales summaries, review decks and dashboards.
- Be highly proficient in Microsoft Excel, PowerPoint, Word, Google Workspace and modern productivity tools.
- Compile information from different teams and convert it into simple, decision-ready reports.
- Maintain important reports, trackers and confidential business information systematically.

6. Technology & Digital Productivity The candidate should be extremely comfortable with technology and continuously updated with new tools. Exposure to tools such as the following will be preferred:

- CRM / Salesforce
- Microsoft Office
- Google Workspace
- Excel / Google Sheets
- PowerPoint / Google Slides
- Outlook / Gmail
- Teams / Zoom / Google Meet
- AI productivity tools
- ChatGPT and other generative AI platforms
- Task and project-management software
- Digital calendars and scheduling applications
- Cloud-based document management

The individual should actively identify technology, automation and AI tools that can save the VP's time and improve productivity. 7. Travel & Logistics Management

- Plan domestic and international business travel whenever required.
- Coordinate flights, hotels, transportation, meetings and travel itineraries.
- Prepare structured travel schedules with all important information.
- Accompany the VP for business travel, site visits, meetings or events whenever required.
- Handle last-minute changes calmly and efficiently.

8. Stakeholder Management Interact professionally and confidently with:

- Chairman / Directors
- Senior Leadership
- Sales Leadership
- HNI / UHNI Customers
- Channel Partners
- Consultants
- Vendors
- Agencies
- Business Partners




- Internal Department Heads

The candidate must possess the presence, communication ability and maturity to represent the VP's office professionally. 9. Real Estate & Market Awareness

- Maintain awareness of Mumbai real estate developments and market trends.
- Understand project positioning, competitor projects, pricing and sales activities.
- Stay updated about major developers, luxury real estate trends and important market developments.
- Develop a working understanding of sales terminology, Channel Partner networks, customer engagement and real estate business processes.

10. Confidentiality & Trust

- Handle highly confidential business and management information with complete discretion.
- Maintain professionalism while dealing with sensitive conversations and documents.
- Demonstrate exceptional integrity, judgement and reliability.
- Protect the VP's time, information and priorities.

Ideal Candidate Profile We are looking for someone who is:

- Extremely smart, polished and presentable
- Intelligent and quick-thinking
- Highly street-smart and solution-oriented
- Confident while interacting with senior professionals
- An exceptional communicator with strong command over English
- Extremely organised and disciplined
- Technology-savvy and digitally updated
- Comfortable using AI and modern productivity tools
- Strong at PowerPoint presentations and Excel
- Excellent at follow-ups and coordination
- Capable of working independently without constant supervision
- Comfortable working in a high-pressure sales environment
- Able to handle multiple priorities simultaneously
- Fast at understanding situations and taking appropriate action
- Mature enough to know what needs the VP's attention and what can be handled independently
- Flexible regarding travel and changing business schedules

Preferred Background Candidates who have previously worked closely with a:

- Vice President
- Sales Director
- Business Head
- Managing Director
- Director
- CXO

will be strongly preferred. Previous experience supporting a senior Real Estate Sales leader / Director / VP will be a significant advantage.

What Success in This Role Looks Like The individual should gradually reach a stage where:

The VP does not need to remember every follow-up, search for information, coordinate every meeting, repeatedly chase teams or manage routine operational matters because the Executive Business Partner has already anticipated, organised and driven them to closure.

📌 Executive Secretary - Vice President (Mumbai)
🏢 F.A. Builders Developers
📍 Mumbai