Location: Max Towers, Noida
Reports to: COO – Projects
Qualification: Bachelor’s degree in any discipline
Experience: 4–7 years of experience as an Executive Assistant, preferably supporting senior leadership in real estate, infrastructure, or project-led organizations
The role of the Executive Assistant to the COO – Projects is to provide high-level administrative, organizational, and operational support, ensuring effective time management, coordination, and communication. The position requires discretion, attention to detail, and the ability to handle multiple priorities in a fast-paced environment, while aligning with Max Estates’ ethos of “Live Well, Work Well.”
Key Responsibilities:
1. Calendar & Meeting Management
- Manage the COO’s calendar, schedule meetings, and ensure optimal time allocation across priorities.
- Coordinate internal and external meetings, reviews, and site visits, ensuring all logistics and materials are in place.
- Track and follow up on key action items arising from meetings to ensure timely closure.
2. Communication & Coordination
- Serve as a key liaison between the COO’s office and internal/external stakeholders.
- Draft, review, and manage correspondence, presentations, and reports on behalf of the COO.
- Ensure professional and timely communication aligned with organizational standards.
3. Information & Document Management
- Prepare and maintain project trackers, MIS, and dashboards for review meetings.
- Support preparation of presentations, status updates, and documentation for management reviews and board-level meetings.
- Maintain confidentiality and handle sensitive business information with discretion.
4. Travel & Event Coordination
- Manage travel itineraries, logistics, and accommodation for the COO and team.
- Coordinate event participation, conferences, and internal project review sessions.
5. Operational Support
- Support project and administrative coordination, ensuring timely submission of reports and approvals.
- Liaise with cross-functional teams (Design, Finance, Procurement, HR, and Site Teams) to ensure seamless communication and workflow.
- Assist in the preparation of cost summaries, project schedules, and key business presentations.
Key Skills:
- Strong organizational, coordination, and time-management skills
- Proficiency in MS Office Suite (Excel, PowerPoint, Word, Outlook)
- Excellent written and verbal communication abilities
- High level of professionalism, integrity, and discretion
- Strong multitasking and prioritization skills in a dynamic environment
- Collaborative attitude aligned with Max Estates’ culture of Live Well, Work Well