Secretary / Executive Assistant

Position EA to Director

Department Administration / Director's Office

Reports To Director

Industry Real Estate Development

Location Jaipur, Rajasthan

Mandatory Qualification Graduate in any discipline — mandatory

Preferred Qualification MBA preferred

Experience 8–10 years of experience as an Executive Assistant / Personal Assistant / Executive Support professional.

Role Purpose

Responsible for managing the Director's calendar, confidential correspondence, meeting minutes, travel, and communication — including MIS reporting, cross-functional action tracking, document preparation, and priority coordination — to ensure seamless and efficient support to the Director.

Key Responsibilities

●       Manage the Director's calendar, appointments, and scheduling priorities.

●       Handle confidential correspondence and follow-ups with discretion.

●       Prepare accurate meeting minutes and track action items to closure.

●       Coordinate domestic and international travel arrangements and itineraries.

●       Manage internal and external communication on behalf of the Director.

●       Prepare and maintain MIS reports and dashboards for leadership review.

●       Track cross-functional actions and follow-ups across departments.

●       Prepare documents, presentations, and briefing notes for meetings.

●       Coordinate and prioritize competing demands on the Director's time.

●       Liaise with internal stakeholders and external contacts for smooth coordination.

●       Maintain confidentiality and professionalism in handling sensitive matters.

Key Result Areas & Performance Indicators KRA Area KPI / Measure Target Wt.

1. Calendar & Schedule Mgmt. Timely scheduling, zero conflicts No missed/overlapping appointments 25%
2. Confidentiality & Discretion Handling of sensitive information No breaches, full compliance 15%
3. Meeting Minutes & Follow-up Accuracy and timeliness of minutes Circulated within 24 hrs, actions tracked 15%
4. Travel Coordination Accuracy of travel planning Zero logistic issues 15%
5. MIS & Reporting Timeliness and accuracy of reports Weekly, error-free reports 15%
6. Cross-Functional Coordination Action tracking across departments On-time closure of action items 100%
7. Communication & Document Prep Quality of correspondence and documents Error-free, timely delivery 5%

Competencies We Are Looking For

●       Strong communication and interpersonal skills, both written and verbal.

●       High level of discretion, integrity, and confidentiality.

●       Proficiency in MS Office (Word, Excel, PowerPoint, Outlook).

●       Excellent minute-taking and documentation skills.

●       Strong follow-up discipline and ownership of action items.

●       Ability to multitask and manage competing priorities under pressure.

●       Professional demeanor with strong organizational and time-management skills.