Executive Assistant to the Managing Director

ROLE CHARTER

Executive Assistant to the Managing Director (EA to MD)

Qualification

B.Tech / B.E. – Civil Engineering or MBA

Experience

Relevant experience in executive assistance, project coordination, management reporting or construction operations

Mandatory Experience

Construction/infrastructure understanding; exceptional confidentiality, integrity and discretion are mandatory

Work Location

Bangalore HO

CTC

As per industry standard

Number of Vacancy

1

Priority to hire

High

Language

English; Hindi and other Indian languages preferred

Role Purpose

To support the Managing Director by ensuring that project-related tasks, departmental responsibilities, management instructions and pending requirements are followed up proactively and completed within the stipulated timelines.

The role primarily focuses on project and site coordination, interdepartmental follow-up, progress monitoring, MIS reporting, tracking pending requirements, and ensuring accountability among responsible teams. The EA must independently coordinate with departments and project teams, identify delays, obtain regular updates, and escalate unresolved matters to the MD.

Meeting arrangements, calendar management and routine administrative support are secondary responsibilities. Exceptional confidentiality, initiative, ownership and professional judgement are mandatory.

Key Responsibilities

Project and Site Follow-up

Follow up with site teams, Project Managers and project heads on tasks assigned by the MD and provide regular status updates.

Follow up with responsible teams for timely submission of details regarding manpower, materials, machinery, billing, procurement and other site requirements.

Identify pending requirements, resource shortages, delays and unresolved site issues and bring them to the attention of the concerned project head or MD.

Ensure site teams submit daily and weekly project progress reports within the prescribed timelines.

Consolidate site progress reports and present clear, concise updates for the MD’s review.

Maintain an updated project action dashboard covering project progress, pending decisions, responsible persons, deadlines and site issues.

Track commitments made by project teams and ensure pending actions are followed through until closure.

Coordinate between Head Office and project sites to resolve information gaps and delays affecting project execution.

Interdepartmental Coordination and Task Closure

Act as the coordination link between the MD and Projects, Planning, Billing, QA/QC, Procurement, Stores, Finance, Accounts, HR and Administration.

Communicate the MD’s instructions clearly to the responsible departments, including deliverables, deadlines and expected outcomes.

Follow up proactively with responsible employees and department heads to ensure assigned work is completed on time.

Obtain regular updates on pending tasks without waiting for repeated instructions from the MD.

Identify dependencies between departments and coordinate to resolve issues affecting project progress or business operations.

Maintain a tracker of assigned tasks, responsible persons, target dates, current status and closure details.

Escalate repeated delays, lack of response and unresolved issues to the MD with relevant facts and proposed next steps.

QA/QC and RFI Tracking

Coordinate with the QA/QC team to track the status of open Requests for Information (RFIs) and follow up on pending closures.

Maintain an updated RFI tracker with the reference number, project/site, responsible person, current status and target closure date.

Follow up with QA/QC, consultants, site teams and other concerned stakeholders for pending responses and closures.

Identify overdue and critical RFIs that may affect site execution or project progress.

Escalate unresolved RFIs to the concerned project head or MD and include their status in management reports.

MIS and Management Reporting

Collect departmental updates and prepare concise MIS reports, dashboards and briefing notes for the MD.

Consolidate information relating to project progress, manpower, materials, machinery, billing, finance, approvals and site requirements.

Ensure departments submit complete and accurate information within the required timelines.

Follow up with concerned teams to obtain missing information, correct discrepancies and update pending items.

Highlight significant delays, operational risks, pending decisions and matters requiring management intervention.

Present information in a clear, structured and action-oriented format to support management decisions.

Finance, Billing and Banking Coordination

Monitor the Pending Bill Tracker and Finance MIS Tracker to ensure the concerned teams regularly update and maintain them.

Follow up with Finance, Accounts, Billing, Procurement and project teams regarding pending bills, supporting documents and approvals.

Highlight overdue bills, missing documents, pending approvals and finance-related matters requiring the MD’s attention.

Assist with banking operations and coordinate with bank representatives and the Finance team as required.

Coordinate the preparation of cheques and supporting documents in accordance with company procedures and authorised approvals.

Maintain organised records of banking correspondence and approved financial documents.

Ensure financial transactions and banking instructions are processed only by authorised personnel under established approval procedures.

Ownership, Initiative and Accountability

Take ownership of follow-up activities and ensure that the MD’s instructions are translated into clear actions.

Anticipate pending requirements and proactively contact responsible teams before deadlines are missed.

Ensure employees understand their responsibilities, deliverables and timelines.

Maintain visibility of critical tasks and provide timely updates on completed, pending and overdue activities.

Identify recurring delays and recommend practical ways to improve coordination and task completion.