Key Responsibilities

Executive and Administrative Support

- Manage the Managing Director's calendar, appointments, meetings, calls and daily priorities.
- Maintain a structured system for tracking instructions, commitments, deadlines and pending follow-ups. • Prepare daily and weekly schedules and ensure that the Managing Director is briefed in advance for every engagement.
- Screen and prioritise calls, emails, messages, invitations and meeting requests.
- Draft correspondence, letters, emails, meeting notes, presentations and internal communications. • Record minutes of important meetings and ensure that decisions are communicated and implemented. • Coordinate closely with department heads and obtain timely updates on matters requiring the Managing Director's attention.
- Maintain organised digital and physical records of important documents.
- Support the Managing Director in monitoring mining-logistics assignments, transportation operations and other business interests.
- Coordinate with mine-site teams, transport contractors, fleet operators, clients, vendors and internal personnel.
- Track operational issues, commercial discussions, approvals and commitments arising from management meetings.
- Compile concise reports and management summaries from information received from different teams. • Assist in reviewing proposals, contracts, presentations and business-development opportunities. • Conduct preliminary research on companies, projects, government policies, industries and potential partners.
- Follow up persistently with internal and external stakeholders until assigned matters are completed.
- Act as a communication bridge between the Managing Director and the company's operational teams. Travel and Field Support
- Plan and coordinate frequent travel across Odisha, India and overseas
- Arrange flights, accommodation, ground transportation, visas, itineraries and supporting documentation. • Accompany the Managing Director during business visits, mine-site inspections, government meetings, political programmes, conferences and overseas engagements.
- Remain prepared for travel at short notice and changes to schedules.
- Maintain complete travel folders containing itineraries, contact details, meeting briefs and required documents.
- Handle coordination and problem-solving during travel to ensure that engagements proceed smoothly. • Be comfortable visiting mining and industrial locations where working conditions may differ from a conventional corporate office.

Government, Public Affairs and Political Coordination
- Assist the Managing Director with public affairs, government relations and political engagements.



• Coordinate appointments and communication with government officials, political representatives, industry associations, community leaders and other institutional stakeholders.
- Prepare background notes, talking points, meeting briefs and stakeholder profiles before important engagements.
- Maintain an updated database of relevant government, industry, political, media and community contacts.
- Support the organisation of political, social, community and public-outreach programmes attended or led by the Managing Director.
- Monitor relevant developments in Odisha's political, mining, infrastructure and logistics sectors. • Coordinate invitations, protocol, travel, attendance and follow-ups connected with public and political programmes.
- Exercise maturity, neutrality, discretion and sound judgment while dealing with politically sensitive information and relationships.

Personal Executive Coordination

- Provide reasonable personal administrative support necessary for the effective functioning of the Managing Director's office.
- Coordinate personal appointments, important reminders, travel requirements and time-sensitive commitments.
- Anticipate requirements and resolve routine matters without requiring repeated instructions.
- Protect the Managing Director's time by distinguishing between urgent, important and delegable matters.
- Remain reachable outside conventional office hours when business, travel or urgent situations require support. Confidentiality and Information Management
- Handle commercially sensitive, political, financial and personal information with complete confidentiality. • Ensure that documents, conversations and contact information are shared strictly on a need-to-know basis.
- Maintain professional boundaries and avoid discussing the Managing Director's activities with unauthorised persons.
- Exercise careful judgment when communicating on behalf of the Managing Director.
- Comply with all company policies, applicable laws and ethical standards.
- Bachelor's degree in business administration, management, communications, political science, public administration, law or a related discipline.
- Preferably 4-8 years of experience as an Executive Assistant, Personal Assistant, Chief of Staff associate,



political aide, public-affairs coordinator or senior administrative professional. • Prior experience supporting a promoter, Managing Director, senior business leader, politician or public figure would be highly advantageous.
- Experience in mining, logistics, infrastructure, government relations or industrial operations would be preferred.
- Strong written and verbal communication skills in English, Hindi and Odia. • Ability to draft qualified letters, briefing notes, minutes and presentations.
- Strong proficiency in Microsoft Office, Google Workspace, email, digital calendars and document-management tools.
- Must possess - or be eligible to obtain - a valid passport and be willing to travel internationally.
- A valid driving licence and familiarity with travel across Odisha would be advantageous.
- Familiarity with Odisha's administrative, industrial, mining and political landscape would be strongly preferred. Essential Personal Attributes The ideal candidate must be:
- Exceptionally trustworthy and discreet.
- Highly organised and disciplined.

•Proactive and capable of anticipating requirements.
- Calm and effective under pressure.
- Comfortable working with senior business leaders, government officials and political stakeholders. • Assertive enough to secure follow-ups while remaining diplomatic.
- Capable of handling multiple priorities and rapidly changing schedules. • Available and responsive when urgent requirements arise.
- Presentable, articulate and professionally groomed.
- Loyal to the responsibilities of the office while maintaining high ethical standards. • Comfortable operating independently with limited supervision.
- Willing to make a long-term commitment to the Managing Director's office. Working Conditions • The position will be based primarily in Bhubaneswar.
- Extensive and frequent travel across Odisha will be required.
- The candidate must be willing to travel throughout India and internationally.
- Work schedules may extend beyond conventional office hours depending on meetings, operations, travel and public engagements.
- The candidate may occasionally be required to work on weekends or public holidays, with appropriate flexibility in scheduling.
- The role may involve visits to mining, industrial and remote operational locations.

How to Apply

Interested candidates can apply through any of the following channels:

? Email Resume:

- [email protected]
- [email protected]

? Online Application:
- Visit our website: www.primenodecs.com

? Contact Us:
- (phone hidden) / (phone hidden)

📌 Executive Assistant (Bhubaneswar)
🏢 Prime Node Consulting Services
📍 Bhubaneswar