Job Summary

We are looking for a highly organized and proactive MD Secretary to provide comprehensive secretarial and administrative support to the Managing Director. The role will involve managing schedules, coordinating meetings, following up on real estate project activities, handling confidential information, and coordinating with internal departments, clients, consultants, vendors, and other stakeholders.

The ideal candidate should have strong communication, coordination, follow-up, and documentation skills, with an understanding of the real estate/construction industry.

Key Responsibilities

- Manage the Managing Director's daily calendar, appointments, meetings, and travel schedules.
- Coordinate and schedule meetings with project teams, contractors, architects, consultants, vendors, clients, and government authorities.
- Prepare meeting agendas, presentations, minutes of meetings (MOM), and follow-up action points.
- Track and follow up on important real estate project activities, approvals, documentation, and deadlines.
- Coordinate with departments such as Projects, Sales & Marketing, Finance, Legal, CRM, Engineering, Procurement, and Administration.
- Maintain confidential company, project, financial, and management information.
- Prepare and organize reports, MIS, presentations, correspondence, and management documents.
- Follow up with senior management and department heads on tasks assigned by the MD.
- Maintain proper records of project-related documents, agreements, approvals, reports, and correspondence.
- Coordinate communication between the MD's office and external stakeholders.
- Assist the MD in preparing for project reviews, management meetings, client meetings, site visits, and business discussions.




- Monitor important commitments and ensure timely follow-up with concerned teams.
- Handle emails, phone calls, letters, and other official correspondence on behalf of the MD when required.
- Arrange and coordinate site visits, project meetings, client meetings, and business events.
- Perform other confidential and administrative responsibilities assigned by the Managing Director.

Required Skills
- Excellent verbal and written communication skills.
- Strong organizational and time-management abilities.
- Excellent follow-up and coordination skills.
- Proficiency in MS Office Word, Excel, PowerPoint, and Outlook.
- Ability to prepare professional reports, presentations, and MOM.
- Solid attention to detail.
- Ability to handle confidential information with discretion.
- Good interpersonal and stakeholder-management skills.
- Ability to work under pressure and manage multiple priorities.
- Professional appearance and business communication etiquette.

Preferred Qualification
- Bachelor's degree in Business Administration, Commerce, Management, Arts, or a related field.
- Candidates with experience in Real Estate, Construction, Infrastructure, Property Development, or related industries will be preferred.

Preferred Experience Experience working as an Executive Secretary, Personal Assistant, Executive Assistant, or Secretary to MD/CEO/Director, preferably in a real estate or construction company.

Ideal Candidate The ideal candidate should be mature, trustworthy, highly organized, proactive, and excellent at follow-ups, with the ability to work closely with senior management and coordinate effectively across multiple departments and real estate projects.

Key Performance Areas:

MD Calendar Management | Project Coordination | Meeting Management | Follow-ups | MIS & Reporting | Documentation | Stakeholder Coordination | Confidentiality

📌 Executive Secretary To Managing Director (Chennai)
🏢 VGN Projects Estates (VGN)
📍 Chennai