1. Position Overview

We are looking for an experienced, well-organised and proactive Executive Assistant to provide executive and administrative support to the Managing Director.

The role involves managing the Managing Director’s schedule, email correspondence, official and personal travel arrangements, internal communication and coordination with department heads and project teams. The candidate should demonstrate excellent organisational skills, discretion, professional communication and the ability to manage multiple responsibilities efficiently.

2. Key Responsibilities

A. Executive Assistance and Calendar Management

- Manage the Managing Director’s calendar, appointments, meetings and daily schedule.
- Coordinate internal meetings and ensure the timely availability of relevant documents and information.
- Send meeting invitations, prepare agendas, record minutes of meetings and follow up on action items.
- Prioritise requests and ensure important matters are brought to the Managing Director’s attention.
- Handle confidential information and correspondence with professionalism and discretion.

B. Email and Communication Management

- Draft, review and send emails and official correspondence on behalf of the Managing Director, as required.
- Monitor incoming emails, identify priorities and coordinate responses with the concerned departments.
- Follow up with department heads and employees on pending information, approvals and commitments.
- Maintain professional communication across departments and ensure timely responses.
- Prepare letters, reports, presentations and other documents as required.

C. Internal Coordination and Follow-up

- Coordinate with department heads, project managers,



site teams and other employees on matters assigned by the Managing Director.
- Collect project updates, departmental reports and other business information as required.
- Track pending tasks, decisions, approvals and commitments and ensure timely follow-up.
- Facilitate communication between the Managing Director’s office and various departments.
- Maintain records of key discussions, decisions and action points.

D. Official and Personal Travel Management

- Plan and coordinate the Managing Director’s official and personal travel arrangements.
- Manage flight and train bookings, hotel reservations, local transportation and other travel requirements.
- Prepare travel itineraries and ensure all arrangements are confirmed in advance.
- Coordinate changes to travel schedules and resolve booking-related issues promptly.
- Maintain travel details, booking records and expense documentation.

E. Documentation and Administrative Support

- Prepare management reports, presentations, meeting notes and other executive documents.
- Maintain organised records of correspondence, approvals, schedules and important documents.
- Assist with expense statements, reimbursements and other administrative requirements.
- Coordinate with the administration team to ensure the smooth functioning of the Managing Director’s office.
- Handle other official and personal administrative responsibilities assigned by the Managing Director.

3.



Educational Qualifications

- Graduate in any discipline from a recognised university.
- A postgraduate qualification in Management or Business Administration will be an added advantage.

4. Experience and Skills Required

- 7–15 years of relevant experience in executive assistance, senior administrative support or management coordination.
- Previous experience supporting a Managing Director, CEO, Director or senior executive is preferred.
- Experience in the construction, infrastructure, real estate or engineering industry will be an advantage.
- Fluency in Marathi is mandatory, with good communication skills in English and Hindi.
- Excellent email drafting, written communication and documentation skills.
- Proficiency in MS Office, particularly Word, Excel and PowerPoint, along with email and calendar management tools.
- Strong organisational skills and the ability to manage multiple priorities.
- High levels of confidentiality, integrity, professionalism and attention to detail.
- Ability to coordinate effectively with employees at different organisational levels.
- Flexibility to manage both official and personal responsibilities assigned by the Managing Director.

5. Key Competencies

- Executive communication and professional etiquette
- Internal coordination and follow-up
- Email drafting and correspondence management
- Planning and time management
- Confidentiality and discretion
- Attention to detail and accuracy
- Problem-solving and adaptability
- Reliability, ownership and execution orientation

Pay: ₹50,000.00 - ₹100,000.00 per month

Benefits

- Paid sick time
- Paid time off
- Provident Fund

Work Location: In person

📌 Executive Assistant to Managing Director (Mumbai)
🏢 Mellora Infrastructure
📍 Mumbai