The MD's PA acts as the central point of coordination across all group companies. Responsible for managing the MD's schedule, ensuring instructions are captured and executed, and keeping track of every pending and completed task across departments. This role requires exceptional organisational skills, discretion, and proactiveness to ensure the MD's time is fully optimised and no matter, however small, is missed.
Key Responsibilities
1.
Administrative & Calendar Management
Maintain and update MD's daily, weekly, and monthly schedule.
Coordinate and set up internal/external meetings, site visits, and calls.
Block calendar slots for decision-making, reviews, and approvals.
Ensure MD has all necessary documents before meetings (drawings, contracts, financials, vendor lists, etc.).
2.
Task & Instruction Tracking
Maintain a
Task Register
for all instructions given by MD (verbal, written, or WhatsApp/email).
Break down tasks into subtasks, assign responsibility, and track progress until closure.
Ensure daily and weeklyupdates to MD on pending, in-progress, and completed tasks.
Follow up with team members, vendors, consultants, and clients on behalf of MD.
3.
? Land deals, approvals, sales, financials, project updates.
Construction/PMC
? Work orders, site progress, contractor/vendor coordination.
Land Deals
? Legal documentation, payment tracking, liaison follow-ups.
Ensure information is consolidated and presented to MD in a structured manner.
4.
Documentation & Record Management
File all important documents digitally with proper naming conventions.
Maintain an
Instruction Log
(what MD said, when, status).
Draft letters, minutes of meetings, and follow-up notes.
Maintain sensitive information with utmost confidentiality.
5.
Communication & Liaison
Act as the first point of contact for calls, visitors, vendors, and partners when MD is occupied.
Draft and send communications on MD's behalf (emails, WhatsApp updates, official letters).
Ensure smooth coordination between MD and senior leadership across all companies.
6.
Operational Support
Assist MD with travel, accommodation, and logistics.
Maintain records of expenses, reimbursements, and payments.
Support MD in reviewing reports, financial updates, and contracts by collating inputs from respective departments.
7.
Reporting & Updates
Submit a
Daily Task Report
(morning pending list + evening completed list).
Submit a
Weekly Consolidated Report
of:
Project progress (architecture, real estate, construction).
Financial status (payments, receivables, vendor bills).
Land deal status (negotiations, legal progress, payments).
Key follow-ups required by MD.
Skills & Competencies Required
Exceptional organisational and multitasking skills.
Strong written & verbal communication.
Detail-oriented -- nothing should slip through cracks.
Ability to handle confidential information with discretion.
Proficiency in MS Office, Google Workspace, and task management tools.
Basic knowledge of architecture/construction/real estate terminology (advantage).
Preferred Qualifications
Graduate in
Business Administration, Commerce, or Management
.
MBA background preferred
for business understanding and analytical ability.
Prior experience in
Architecture, Real Estate Development, Construction, or Project Management sectors
is highly desirable.
KPIs (Key Performance Indicators)
Zero missed deadlines or follow-ups from MD's instructions.
Accuracy of reporting and completeness of records.
Efficiency in managing MD's schedule and priorities.
Smooth communication flow between MD and departments.
Overall improvement in MD's productivity and decision-making speed.
Job Type: Full-time
Pay: ?25,000.00 - ?50,996.74 per month
Benefits:
Cell phone reimbursement
Food provided
Internet reimbursement
Leave encashment
Language:
English (Required)
Kannada (Preferred)
Work Location: In person