Senior Executive Secretary

Job Purpose

The Personal Secretary provides comprehensive administrative, secretarial and organisational support to a senior leader of the organisation. The role acts as the first point of contact for the leader's office, manages schedules and correspondence, coordinates meetings and travel, liaises with internal departments and external stakeholders (clients, contractors, government authorities, investors), and ensures the smooth day-to-day functioning of the senior leader's office within a dynamic real estate business environment.

Key Responsibilities

Calendar & Meeting Management

• Manage and maintain the senior leader's daily calendar, scheduling appointments, meetings, site visits and reviewing priorities to avoid conflicts.
• Organise internal and external meetings, including board meetings, client meetings, project review meetings and site visits; prepare agendas and circulate meeting notes.
• Coordinate with project, sales, legal and finance teams to ensure timely availability of documents and reports required for meetings.

Correspondence & Documentation

• Draft, proofread and manage incoming/outgoing correspondence including emails, letters and official communication.
• Maintain confidential files and records relating to property transactions, contracts, approvals and legal matters.
• Prepare presentations, reports, MIS summaries and briefing notes for the senior leader as required.
• Ensure proper filing, retrieval and safekeeping of important documents such as title deeds, agreements, RERA approvals and statutory filings.

Travel & Logistics

• Arrange domestic and international travel including flights, hotels, visas and transport for the senior leader and accompanying team members.
• Prepare detailed travel itineraries and ensure all logistics are confirmed in advance.
• Coordinate site visit logistics to project locations, including transport and on-ground arrangements.

Stakeholder & Client Coordination

• Act as a liaison between the senior leader and internal departments, external clients, brokers, investors, vendors and government/regulatory bodies.
• Screen calls, visitors and correspondence, prioritising and redirecting as appropriate.
• Maintain a high level of professionalism and confidentiality while representing the leader's office.

Office & Administrative Support

• Manage day-to-day administrative operations of the senior leader's office, including expense reports, reimbursements and petty cash handling.
• Coordinate with facilities, IT and admin teams for smooth functioning of the leader's office.
• Support in organising corporate events, project launches, site inaugurations and client engagement events.
• Track action items and follow up with relevant departments to ensure timely closure of tasks assigned by the senior leader.

Key Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organisational and time-management abilities with the capacity to multitask under pressure.
• High degree of discretion, integrity and confidentiality in handling sensitive business information.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook) and calendar/scheduling tools.
• Strong interpersonal skills to liaise effectively with senior management, clients and government officials.
• Familiarity with real estate industry terminology, documentation (sale deeds, RERA filings, project approvals) is an advantage.
• Ability to work independently, take initiative and anticipate the needs of the senior leader.
• Professional appearance and demeanor, with the ability to represent the leader's office with poise.

Qualifications & Experience

• Bachelor's degree in Business Administration, Commerce or a related field; a secretarial practice / office management certification is a plus.
• 27 years of proven experience as a Personal Secretary, Executive Assistant or Personal Assistant to senior management, preferably in real estate, construction or infrastructure organisations.
• Prior experience supporting a CXO / Managing Director / Chairman level executive is preferred.

Working Conditions

• Based primarily at the corporate head office, Gurgaon
• May require flexibility in working hours to align with the senior leader's schedule, including occasional evenings or weekends for urgent business needs.