Executive Assistant To Managing Director

Position Executive Assistant (Steno)

Experience: 10 Years

Gender: Male

Location: Nagpur

Salary: 2 4 LPA/5 LPA (depending on experience and fit)

Reporting to: AVP/Director

Key Responsibilities

Administrative & Secretarial Support

• Act as the main support staff to senior management / project heads managing diaries correspondence (emails letters) calls and acting as gatekeeper for communications. Take dictation (if required) type/shorthand transcription drafting business letters memos official correspondence.
• Maintain filing systems (physical and/or electronic) organize documents maintain project/office records and documentation including vendor/contractor correspondence project-related files approvals statutory/contract documents as needed for infrastructure projects.

Scheduling Communication & Coordination

• Schedule and coordinate meetings site visits travel for management or site engineers appointments with contractors/vendors/clients as required.
• Make travel arrangements book conveyance / accommodation / site-visit logistics particularly when field offices / project sites involved.
• Act as interface / liaison between various internal teams (engineering procurement site) external stakeholders (vendors contractors clients) and senior management for smooth administrative coordination.

Documentation Reporting & Office Assistance

• Prepare meeting agendas minutes of meetings project-related correspondence reports presentations and documentation as required. Assist in office administration tasks: vendor/contractor correspondence document processing record-keeping data-entry tracking communications and follow-ups maintaining confidentiality of sensitive information.
• Support project-related administrative workflows (e.g. tracking approvals invoice/vendor documents project schedule communications site-office correspondences) especially relevant if candidate has infrastructure / construction industry background.

Additional / Ad-hoc Support

• Assist in coordination during site-visits or inspections: travel planning logistic support for visiting management / engineers.
• Provide general office support as needed liaising with clients contractors vendors; handling incoming/outgoing correspondence; follow-up on documentation filing record maintenance.
• Maintain discretion confidentiality and a professional attitude especially given possible access to sensitive project/contract/financial data.

Skills & Competencies

• Excellent communication skills (written and verbal) in English and Hindi (or local language) for correspondence coordination with internal/external stakeholders.
• Strong organisational skills: ability to manage diary/calendar meetings travel documentation and multi-task across projects / administrative support duties. Proficiency in offices tools MS Office (Word Excel Outlook) email typing / shorthand / documentation familiarity with office management systems (paper or electronic filing).
• Good time-management multi-tasking ability and ability to prioritise tasks under deadlines.
• Familiarity with infrastructure / construction sector administrative workflows is a plus: reading project documents site-related coordination vendor/contractor liaison understanding project timelines & documentation needs.