Role Summary :

The Executive Assistant manages the Directors calendar, communication and day-to-day administration so that their time is used on priorities. The role requires discretion, strong organization and the ability to coordinate with internal teams, consultants and external stakeholders.

Key Responsibilities

1. Calendar & Schedule Management

- Manage the Director’s daily calendar, schedule meetings and avoid conflicts.
- Priorities appointments and requests, and send timely reminders and daily agendas.
- Coordinate interview slots, MD rounds and internal review meetings with HR and department heads.
- Reschedule and confirm meetings at short notice, informing all parties promptly.

2. Communication & Correspondence

- Screen calls and emails, and respond or escalate as required.
- Draft, review and send professional emails, letters and notes on the Director’s behalf.
- Maintain confidentiality of all sensitive information, documents and conversations.

3. Meeting Support

- Prepare meeting agendas, briefing notes and supporting documents in advance.
- Take minutes of meetings, circulate them and follow up on action points.
- Arrange meeting rooms, video call links and presentation requirements.

4. Travel & Logistics

- Plan and book flights, hotels, cabs and detailed travel itineraries.
- Handle visa, ticketing and expense documentation for official travel.
- Coordinate visitors, guests and client appointments at the office.

5.



Administration & Documentation

- Maintain organized physical and digital files, contracts and important records.
- Track approvals, signatures and pending documents with respective departments.
- Support expense claims, reimbursements, invoices and vendor payment follow-ups.
- Coordinate with the Admin team on office supplies, facilities and housekeeping needs.

6. Coordination & Follow-up

- Act as the point of contact between the Director and department heads, consultants and external parties.
- Track tasks and deadlines assigned by the Director and report status regularly.
- Prepare straightforward reports and presentations in MS Excel and PowerPoint when required.

Skills & Experience Requirements:

- Experience : 5-8 years supporting senior management, preferably in real estate or construction.
- Calendar & Time Management : Strong ability to handle multiple priorities and changing schedules.
- Communication : Excellent written and spoken English and Hindi; Marathi is an advantage.
- Technology : Proficient in MS Outlook, Word, Excel, PowerPoint and video conferencing tools.
- Organization : Detail-oriented, with strong follow-up and documentation skills.
- Profession Proactive, reliable and able to work independently under pressure. and a professional presence.
- Attitude : Proactive, reliable and able to work independently under pressures.

📌 Executive Secretary To Director (Mumbai)
🏢 Raveshia Realtors
📍 Mumbai