Job Description Executive Assistant to CEO

(Real Estate Developer)

Function: CEOs Office / Executive Management
Designation: Executive Assistant to CEO
Location: Mumbai
Industry: Real Estate / Property Development
Reports To: Chief Executive Officer / Managing Director
Interface: Senior Management, Business Heads, Functional Heads, External Stakeholders

Role:-

The Executive Assistant to the CEO will be a key member of the CEO’s Office, responsible for ensuring effective coordination, governance, information flow and execution of key management priorities across the organisation.

The role will work closely with the CEO and senior leadership team to track strategic priorities, maintain governance calendars, coordinate leadership reviews, monitor action points and prepare management MIS, ensuring that key decisions and commitments are followed through in a timely and structured manner.

The EA will act as a central coordination point for the CEO’s Office, bringing visibility, discipline and accountability to management processes without owning functional or business decisions.

The role owns the governance calendar and MIS pack — tracks the hiring sequence and related management actions but does not block capital allocation or project launch decisions.

Key Accountabilities:-

1. CEO Office & Governance Management

- Manage the CEO's calendar, meetings, priorities and governance schedule.
- Coordinate periodic reviews with Business Heads and Functional Heads.
- Prepare meeting agendas, briefing notes, presentations and discussion trackers.
- Ensure timely circulation of meeting materials and relevant MIS.
- Maintain a structured calendar of leadership reviews, project reviews and strategic meetings.

2. Management MIS & Reporting

- Own the preparation and consolidation of the CEO's Office MIS pack.
- Track key business, operational and organisational updates across functions.
- Consolidate information from Sales, Projects, Finance, HR, Marketing and other functions.
- Highlight key updates, pending actions, timelines and dependencies for management review.
- Ensure MIS is accurate, concise, timely and decision-ready.

3. Action Tracker & Follow-up

- Maintain a central CEO action tracker covering decisions, commitments and follow-ups.
- Coordinate with respective stakeholders to ensure closure of agreed action points.




- Track deadlines and escalate delays or critical dependencies to the CEO.
- Maintain clear documentation of decisions and follow-up status.
- Ensure continuity between discussions, decisions and execution.

4. Leadership Hiring & Governance Tracking

- Maintain visibility on critical leadership hiring mandates initiated by the CEO / Management.
- Track the hiring sequence from mandate creation through sourcing, assessment, interview, selection, offer and joining.
- Coordinate with HR and relevant Business Heads to maintain accurate hiring status.
- Prepare hiring dashboards and updates for CEO review.
- Ensure timely follow-up on pending interviews, assessments, approvals and offers.

The role tracks and reports the hiring sequence and governance status; it does not independently approve, block or make capital allocation or project launch decisions.

5. Cross-Functional Coordination

- Act as a coordination bridge between the CEO and senior leadership.
- Follow up with functional teams on management priorities and deliverables.
- Coordinate information flow between departments to ensure alignment.
- Support the CEO in driving closure of cross-functional initiatives.
- Identify gaps in communication, ownership or timelines and highlight them appropriately.

6. Business Review Support

- Support preparation for monthly, quarterly and annual business reviews.
- Coordinate collection of business performance data from respective functions.
- Prepare dashboards, presentations and management summaries.
- Track key performance indicators and major business updates.
- Support the CEO in maintaining visibility over organisational priorities.

7. Strategic Projects & Special Assignments

- Support the CEO on special projects, strategic initiatives and organisational priorities.
- Conduct structured research and prepare analysis as required.
- Coordinate with internal and external stakeholders for CEO-led initiatives.




- Maintain confidentiality of sensitive business and management information.
- Ensure timely execution and follow-through of assigned initiatives.

8. Documentation & Confidentiality

- Maintain organised records of CEO-level meetings, presentations, MIS and action trackers.
- Handle confidential business, financial, organisational and employee information with discretion.
- Maintain appropriate documentation and version control.
- Ensure sensitive information is shared strictly on a need-to-know basis.

Success Metrics (KPIs)

- Accuracy and timeliness of CEO MIS
- Governance calendar discipline
- Closure rate of CEO action items
- Timely tracking of leadership hiring mandates
- Accuracy of hiring and management dashboards
- Effectiveness of cross-functional coordination
- Timeliness of management review preparation
- Quality and clarity of CEO presentations/briefing notes
- Confidentiality and information management
- Responsiveness and execution discipline

Ideal Candidate Profile:-

Experience

- 12–18 years of experience as an Executive Assistant / Executive Office / CEO Office / Management Office professional.
- Experience working directly with CEO, MD, Promoter or CXO-level leadership.
- Experience in Real Estate, Infrastructure, Construction, Consulting or other professionally managed businesses preferred.
- Strong exposure to management MIS, governance processes, business reviews and senior stakeholder coordination.
- Experience in tracking senior-level hiring mandates and organisational initiatives will be an advantage.

Core Competencies:-

- Robust executive coordination and organisational skills
- Excellent MIS and reporting capabilities
- Strong follow-up and stakeholder management
- Close attention to detail
- Excellent written and verbal communication
- Strong PowerPoint and Excel skills
- Ability to work with senior leadership and handle confidential information
- Strong ownership, discipline and execution orientation
- Ability to manage multiple priorities in a fast-paced environment
- Strong analytical and problem-solving skills

Education:-

- Bachelor's degree from a recognised university.
- MBA / PGDM / Management qualification preferred.
- Strong proficiency in MS Excel, PowerPoint, Word and management reporting tools preferred.

📌 Executive Assistant (Mumbai)
🏢 Dineshchandra R Agrawal Infracon Private
📍 Mumbai