Executive assistant

6 days ago


Pune Ho, India GRG Health Full time

Location: Pune, India Reports to: Managing Director Overview: We are seeking an experienced and highly organized Executive Assistant and Chief of Staff to support the Managing Director (MD) in a variety of business and personal tasks. This role requires a candidate with a strong background in real estate, contracts documentation, facilities management, and hospitality management. The ideal candidate will help the MD focus on core business functions by managing ancillary tasks efficiently. Key Responsibilities: Personal & Professional Calendar Management: Oversee and manage the MD’s daily schedule, appointments, meetings, and events. Ensure the MD is prepared for meetings with all necessary documents and information. Handle travel arrangements, including booking flights, accommodations, and creating detailed itineraries. Real Estate & Society Management: Act as the primary liaison for the MD’s responsibilities as Chairman of a housing society in Pune. Oversee the management and resolution of society-related issues, including infrastructure, compliance, and legal matters. Coordinate with legal teams, contractors, and society members to ensure smooth functioning and address concerns. Facilities Management: Manage office and employee facilities, ensuring that the workspace is efficient, functional, and well-maintained. Coordinate with vendors for regular office maintenance, repairs, and improvements. Oversee procurement and ensure optimal office supplies and amenities for employees. Contract & Vendor Management: Negotiate contracts on behalf of the MD with external vendors, service providers, and contractors. Review and manage documentation related to real estate, facilities, and other service agreements. Ensure timely renewal of contracts and track any changes or amendments. Project Management: Assist in managing key projects within the MD’s personal and professional scope. Monitor timelines, progress, and deliverables for various ongoing initiatives. Provide regular updates and reports to the MD on key project statuses. Executive Support & Ancillary Tasks: Manage confidential information with discretion and maintain professionalism at all times. Assist with personal tasks that may include coordinating family events, handling personal real estate properties, or managing financial documentation. Act as a gatekeeper for the MD, prioritizing tasks, and ensuring smooth communication flow between the MD and internal/external stakeholders. Qualifications: Bachelor's degree in Real Estate, Business Administration, Hospitality Management, or a related field. Minimum of 5 years of experience in a similar role, preferably in real estate, facilities management, or hospitality sectors. Strong background in contract negotiations, vendor management, and facilities management. Excellent organizational and multitasking skills with a keen eye for detail. Proven ability to manage complex schedules and prioritize tasks. Strong interpersonal and communication skills. Ability to handle confidential information with discretion. Proficient in MS Office (Word, Excel, Power Point) and calendar management tools. Preferred Skills: Knowledge of local real estate laws and regulations. Experience working in housing societies or real estate development. Project management experience. This role offers the opportunity to work closely with the Managing Director, ensuring that all ancillary and personal tasks are managed efficiently, allowing the MD to focus on core business responsibilities.



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