Role & responsibilities

We are seeking an elite, high-caliber Senior Executive Assistant to manage the day-to-day strategic, operational, and administrative workflows of our Managing Director. This is not a basic administrative role. You will act as the primary liaison and critical link between the Executive Office and all internal departments, external clients, brokers, consultants, and legal bodies.

The ideal candidate possesses exceptional business acumen, outstanding communication skills, and absolute discretion. You must be deeply tech-savvy, utilizing modern digital platforms and AI productivity tools to optimize executive workflows, track key metrics, and ensure organizational accountability.

Preferred candidate profile

Key Responsibilities

1. Comprehensive Calendar, Travel & Schedule Management

- Gatekeeping: Screen, filter, and manage all incoming telephone calls, emails, and physical mail; resolve issues independently before escalating to the Director.
- Advanced Scheduling: Orchestrate complex digital calendars across multiple time zones, prioritizing urgent requests and avoiding scheduling conflicts.
- Itinerary Planning: Coordinate extensive domestic and international travel arrangements, including flights, accommodation, ground transit, visas, and detailed hour-by-hour agendas.
- Daily Briefings: Prepare daily schedules, priority reminders, background notes, and relevant document dossiers for all upcoming appointments.

2. Meeting Optimization, Documentation & Action Tracking

- Logistics Coordination: Organize and host internal management reviews, board meetings, project site visits, stakeholder presentations, and high-value client dinners.
- Materials Preparation: Build high-impact presentation decks, technical reports, comprehensive meeting agendas, and supporting business summaries.
- Minutes of Meetings (MoM): Record and transcribe precise minutes of meetings during technical, legal,



and commercial reviews with zero formatting errors.
- Accountability Tracking: Establish and maintain a digital task tracker; proactively follow up with sales, finance, legal, construction, and project teams to ensure prompt closure of action points.

3. Departmental Liaison & Stakeholder Management

- Internal Alignment: Act as the primary representative for the Managing Director's office to communicate strategy and deadlines across internal divisions.
- External Network Relations: Nurture professional relationships with high-level channel partners, external brokers, corporate vendors, and institutional investors.
- Regulatory & Legal Support: Assist the Legal Head by managing physical and digital litigation records, taking formal dictation, and formatting complex legal notices or contracts.
- Compliance Alerts: Monitor and track regulatory deadlines, statutory corporate filings, contract renewals, and government authority notices.

4. Data Analysis, MIS Reporting & Technical Automation

- MIS Dashboard Management: Compile, clean, and prepare Management Information Systems (MIS) reports, operational dashboards, and sales data summaries.
- Analytical Support: Review operational and project summaries to highlight key delays, cost overruns, or performance spikes to support executive decision-making.
- Data Organization: Architect and enforce strict indexing for physical files and cloud databases (Google Drive/OneDrive) ensuring rapid document retrieval.
- AI Integration: Use modern AI productivity engines and automation software to streamline report generation, email drafts, scheduling, and repetitive data manipulation tasks.

5. Confidentiality, Ethics & Special Projects

- Strict Discretion: Handle sensitive, private, proprietary, or financial data with the highest level of integrity and skilled ethics.
- Project Management: Take full ownership of ad-hoc administrative assignments, special operational projects, or corporate events directed by the executive leadership.

📌 Senior Executive Assistant To the Managing Director (Pune)
🏢 Raojee Construction
📍 Pune