ROLE CHARTER

Executive Assistant to the Managing Director (EA to MD)

Qualification

B.Tech / B.E. – Civil Engineering or MBA

Experience

Relevant experience in executive assistance, project coordination, management reporting or construction operations

Mandatory Experience

Construction/infrastructure understanding; exceptional confidentiality, integrity and discretion are mandatory

Work Location

Bangalore HO

CTC

As per industry standard

Number of Vacancy

1

Priority to hire

High

Language

English; Hindi and other Indian languages preferred

Role Purpose To support the Managing Director by ensuring that project-related tasks, departmental responsibilities, management instructions and pending requirements are followed up proactively and completed within the stipulated timelines.

The role primarily focuses on project and site coordination, interdepartmental follow-up, progress monitoring, MIS reporting, tracking pending requirements, and ensuring accountability among responsible teams. The EA must independently coordinate with departments and project teams, identify delays, obtain regular updates, and escalate unresolved matters to the MD.

Meeting arrangements, calendar management and routine administrative support are secondary responsibilities. Exceptional confidentiality, initiative, ownership and professional judgement are mandatory.

Key Responsibilities

1. Project and Site Follow-up

- Follow up with site teams, Project Managers and project heads on tasks assigned by the MD and provide regular status updates.
- Follow up with responsible teams for timely submission of details regarding manpower, materials, machinery, billing, procurement and other site requirements.
- Identify pending requirements, resource shortages, delays and unresolved site issues and bring them to the attention of the concerned project head or MD.
- Ensure site teams submit daily and weekly project progress reports within the prescribed timelines.
- Consolidate site progress reports and present clear, concise updates for the MD’s review.
- Maintain an updated project action dashboard covering project progress, pending decisions, responsible persons, deadlines and site issues.
- Track commitments made by project teams and ensure pending actions are followed through until closure.
- Coordinate between Head Office and project sites to resolve information gaps and delays affecting project execution.

2. Interdepartmental Coordination and Task Closure

- Act as the coordination link between the MD and Projects, Planning, Billing, QA/QC, Procurement, Stores, Finance, Accounts, HR and Administration.
- Communicate the MD’s instructions clearly to the responsible departments, including deliverables, deadlines and expected outcomes.
- Follow up proactively with responsible employees and department heads to ensure assigned work is completed on time.
- Obtain regular updates on pending tasks without waiting for repeated instructions from the MD.
- Identify dependencies between departments and coordinate to resolve issues affecting project progress or business operations.
- Maintain a tracker of assigned tasks, responsible persons, target dates, current status and closure details.
- Escalate repeated delays, lack of response and unresolved issues to the MD with relevant facts and proposed next steps.

3. QA/QC and RFI Tracking

- Coordinate with the QA/QC team to track the status of open Requests for Information (RFIs) and follow up on pending closures.
- Maintain an updated RFI tracker with the reference number, project/site, responsible person, current status and target closure date.
- Follow up with QA/QC, consultants, site teams and other concerned stakeholders for pending responses and closures.
- Identify overdue and critical RFIs that may affect site execution or project progress.
- Escalate unresolved RFIs to the concerned project head or MD and include their status in management reports.

4. MIS and Management Reporting

- Collect departmental updates and prepare concise MIS reports, dashboards and briefing notes for the MD.
- Consolidate information relating to project progress, manpower, materials, machinery, billing, finance, approvals and site requirements.
- Ensure departments submit complete and accurate information within the required timelines.




- Follow up with concerned teams to obtain missing information, correct discrepancies and update pending items.
- Highlight significant delays, operational risks, pending decisions and matters requiring management intervention.
- Present information in a clear, structured and action-oriented format to support management decisions.

5. Finance, Billing and Banking Coordination

- Monitor the Pending Bill Tracker and Finance MIS Tracker to ensure the concerned teams regularly update and maintain them.
- Follow up with Finance, Accounts, Billing, Procurement and project teams regarding pending bills, supporting documents and approvals.
- Highlight overdue bills, missing documents, pending approvals and finance-related matters requiring the MD’s attention.
- Assist with banking operations and coordinate with bank representatives and the Finance team as required.
- Coordinate the preparation of cheques and supporting documents in accordance with company procedures and authorised approvals.
- Maintain organised records of banking correspondence and approved financial documents.
- Ensure financial transactions and banking instructions are processed only by authorised personnel under established approval procedures.

6. Ownership, Initiative and Accountability

- Take ownership of follow-up activities and ensure that the MD’s instructions are translated into clear actions.
- Anticipate pending requirements and proactively contact responsible teams before deadlines are missed.
- Ensure employees understand their responsibilities, deliverables and timelines.
- Maintain visibility of critical tasks and provide timely updates on completed, pending and overdue activities.
- Identify recurring delays and recommend practical ways to improve coordination and task completion.
- Use sound judgement when prioritising work and escalate sensitive, financial, contractual or management-level decisions for approval.
- Reduce the MD’s routine follow-up burden by ensuring that matters are monitored and progressed independently within delegated authority.

7. Confidentiality, Integrity and Document Control

- Maintain strict confidentiality of all company information, management discussions, financial details, banking matters, project records and business plans.
- Safeguard sensitive information relating to directors, management decisions, project costs, contracts, commercial terms, clients, vendors and employees.
- Share information only with authorised individuals on a need-to-know basis.
- Maintain organised records of approvals, project correspondence, reports and management documents.
- Ensure files, emails, presentations and records are stored systematically and can be retrieved when required.
- Never disclose, forward, copy or circulate confidential information to unauthorised persons.
- Report suspected information leakage, unauthorised access or confidentiality breaches promptly.
- Sign a Confidentiality Undertaking / Non-Disclosure Agreement (NDA), as required by the company.
- Continue to protect confidential company information after leaving the organisation, subject to applicable law and contractual obligations.

8. Meeting Coordination and Action Tracking

- Coordinate project review meetings and site visits, including schedules, required documents and follow-up actions.
- Prepare meeting agendas and ensure relevant reports and updates are available before discussions.
- Record accurate Minutes of Meeting (MoM), decisions, responsible persons and target completion dates.
- Maintain an action tracker for meeting decisions and follow up with action owners on pending tasks.
- Highlight overdue meeting actions and ensure unresolved matters are completed or escalated.

9. MD Communication and Routine Coordination

- Draft and organise emails, letters, presentations and other communications for the MD.
- File correspondence by date and maintain trackers for pending responses,



approvals and action items.
- Prepare relevant documents and briefing notes when required by the MD.
- Manage daily follow-ups, schedules and routine coordination for the Managing Director as required.
- Provide calendar and appointment support when needed, ensuring these activities do not take priority over project follow-up, task closure and operational coordination.

Required Skills & Competencies

- Strong project and site follow-up skills.
- Excellent interdepartmental coordination and task-closure discipline.
- Ability to obtain updates from responsible teams and ensure accountability.
- Understanding of construction, railway, infrastructure or EPC project workflows.
- Strong working knowledge of MS Excel, trackers, data consolidation and MIS reporting.
- Ability to prepare dashboards, management summaries and progress reports.
- Valuable written and verbal communication skills.
- Strong organisation, prioritisation and problem-solving abilities.
- Ability to identify delays, resource gaps and pending requirements.
- Professional maturity and confidence in coordinating with senior management, project heads and site teams.
- Exceptional confidentiality, integrity, discretion and trustworthiness.
- Ability to work independently, take initiative and escalate matters appropriately.

Qualification & Experience

- B.Tech / B.E. in Civil Engineering or an MBA in Operations, Project Management, General Management or a relevant specialisation.
- 6–8 years of relevant experience in project coordination, interdepartmental follow-up, management reporting or construction operations.
- Construction, railway, infrastructure or EPC industry experience is strongly preferred.
- Experience coordinating with project sites, Project Managers, department heads and senior management will be an advantage.
- Demonstrated ability to maintain trackers, follow up on pending work and drive assigned tasks to closure.
- Strong MS Excel and reporting skills are essential.
- Appropriate reference and background verification may be conducted where lawful and applicable.

Key Performance Indicators (KPIs)

- Timely follow-up and closure of tasks assigned by the MD.
- Timely submission and consolidation of daily and weekly project progress reports.
- Accuracy and completeness of MIS reports and project dashboards.
- Timely tracking and escalation of pending site requirements and operational delays.
- Timely follow-up and closure of open RFIs.
- Regular maintenance and follow-up of Pending Bill and Finance MIS Trackers.
- Effective coordination between Head Office, project sites and internal departments.
- Reduction in repeated reminders required from the MD for routine follow-up.
- Timely identification and escalation of overdue tasks and unresolved issues.
- Accuracy, accessibility and confidentiality of company records.
- Effective meeting action tracking and follow-up on decisions.
- Demonstrated initiative, accountability, professional judgement and confidentiality.

Candidate Profile — Recruitment Focus The ideal candidate is a proactive, organised and accountable professional with 6–8 years of relevant experience, preferably in the construction, railway, infrastructure or EPC industry. The candidate must be capable of coordinating with multiple departments and project sites, obtaining regular updates, monitoring pending requirements, tracking deadlines and ensuring the MD’s instructions are completed without repeated intervention.

This is primarily a project follow-up, coordination and task-closure role, rather than a conventional secretarial position. The successful candidate must be confident in following up with responsible employees and department heads, identifying delays, escalating unresolved issues and maintaining clear management reports.

Exceptional confidentiality, integrity and discretion are mandatory because the role will have access to sensitive company-wide information, including management decisions, financial and banking matters, project details, commercial information, employee records and business plans.

The candidate must be trusted to handle confidential information responsibly, exercise sound judgement and work independently within delegated authority.

Pay: ₹35,000.00 - ₹45,000.00 per month

Work Location: In person

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