Executive Assistant

1 day ago

Nagpur, Maharashtra, India Doshion PolyScience Full time

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.

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