Executive Assistant to MD

Job Description

Job Description: Executive Assistant to Managing Director
Company / Recruiter: ZTS HR
Job Title: Executive Assistant to Managing Director
Location: Chennai, Tamil Nadu
Industry: Construction Contracting
Employment Type: Permanent – Full-time
Experience: 3–5 Years
Salary: ₹25,000–₹35,000 per month (depending on experience and capability)
Reporting To: Managing Director
Work Mode: Onsite / In-person
Job Summary
ZTS HR is looking for an organised, proactive, and dependable Executive Assistant to support the Managing Director with daily coordination, task management, follow-ups, and administrative responsibilities.

The candidate must have excellent follow-up skills and the ability to track instructions, coordinate with internal teams and external stakeholders, monitor deadlines, and ensure pending tasks are completed on time with minimal supervision.
Key Responsibilities
1. Follow-up and Task Management
– Maintain daily trackers of tasks, instructions, commitments, and pending matters assigned by the MD.
– Assign responsible persons, target dates, and status updates for every action item.
– Follow up with employees, project teams, vendors, clients, and other stakeholders.
– Document verbal instructions and monitor tasks until completion.
– Escalate overdue tasks, delays, and unresolved issues promptly.
– Prepare daily updates and periodic status reports for the MD.
2. Executive and Administrative Support
– Manage the MD’s calendar, appointments, meetings, travel arrangements, and reminders.
– Prepare meeting agendas and record and circulate meeting minutes.
– Track meeting decisions and follow up on agreed action points.
– Draft professional emails, letters, messages, and business correspondence.
– Maintain organised digital files, documents, and business records.
– Handle business-related and occasional personal coordination tasks assigned by the MD with discretion.
3. Construction Business Coordination
– Coordinate with project managers, site engineers, quantity surveyors, accounts, procurement, HR, and other departments.
– Follow up on project reports, material requirements, payment updates, approvals, and documentation.
– Collect departmental updates and consolidate them into management reports.
– Coordinate between office and site teams as directed by the MD.
4. Reporting and Confidentiality
– Maintain task trackers, pending-approval sheets, and management reports using Microsoft Excel.
– Prepare professional documents and reports using Microsoft Word.
– Maintain strict confidentiality regarding financial information, client details, employee matters, and management discussions.
– Learn and use relevant reporting software and AI-enabled productivity tools.
Required Qualifications
– Graduate in any discipline.
– 3–5 years of relevant experience as an:
– Executive Assistant
– Personal Assistant
– Managing Director’s Secretary
– Senior Administrative Coordinator
– Previous experience supporting a director, business owner, or senior management.
– Excellent task follow-up and coordination skills.
– Good written and spoken English.
– Professional email-writing and correspondence skills.
– Practical knowledge of Microsoft Excel and Word.
– Strong organisation, prioritisation, and time-management abilities.
– Ability to communicate firmly and politely with stakeholders at all levels.
– High attention to detail, integrity, and discretion.
– Ability to work independently and manage changing priorities under pressure.
Preferred Qualifications
– Experience in construction, infrastructure, real estate, or other project-based businesses.
– Degree or diploma in:
– Secretarial Practice
– Office Administration
– Business Administration
– Stable employment history and credible professional references.
Key Performance Expectations
– Maintain accurate and updated task trackers.
– Ensure all pending tasks have clear owners, deadlines, and status updates.
– Follow up on meeting decisions until completion.
– Escalate critical delays promptly.
– Provide clear and timely updates to the Managing Director.
– Reduce the MD’s time spent following up on routine tasks.