Executive Assistant & Office Administrator

Overview

Provide executive, administrative and operational support to the Managing Director while ensuring smooth day-to-day office operations, including task coordination, vendor and facility management, and documentation.

What you'll do

• Provide day-to-day administrative and operational support to the Managing Director, anticipating requirements and proactively resolving routine issues.
• Manage schedules, appointments, meetings, reminders and important follow-ups, and prepare meeting notes, documents, presentations and reports as required.
• Maintain and regularly update action items using Microsoft Planner or agreed tracking systems, capturing clear owners, deadlines and status.
• Follow up with internal stakeholders and coordinate smaller operational and administrative projects through to completion.
• Identify delays or dependencies, escalate them appropriately, and provide concise weekly updates on open, overdue and completed actions.
• Continuously improve administrative workflows by standardizing or automating repetitive processes, exploring appropriate use of Microsoft Copilot.
• Use Microsoft applications such as Outlook, Teams, Planner, Excel, SharePoint and Forms, and develop simple trackers and dashboards for management visibility.
• Maintain organized records of key discussions, decisions and vendor interactions using Microsoft Teams, SharePoint and OneDrive with consistent naming and folder structures, and develop SOPs, templates and checklists.
• Prepare professional emails and internal communications while maintaining confidentiality of sensitive business and employee information.
• Manage day-to-day office administration and workplace requirements and coordinate workplace improvement activities.
• Coordinate office maintenance, repairs and facility-related activities, liaising with building management, technicians and service providers.
• Maintain administrative records, inventories and relevant documentation.
• Coordinate with existing and prospective vendors, obtain quotations and prepare comparisons where required.
• Support PO/work-order processing and vendor onboarding documentation, and track invoices, payments and pending vendor actions.
• Maintain vendor contracts, contact details, renewal dates and supporting documentation, and follow up on vendor service quality, escalating recurring issues.
• Coordinate company events, celebrations and employee engagement activities, including vendors, venues, food, gifts, merchandise and logistics.
• Support employee and management travel and logistics, and coordinate dispatches, deliveries and office-related employee requirements.

What you'll need

• 3 to 6 years of relevant experience in Executive Assistance, Office Administration, Business Operations or a similar role.
• Demonstrated experience managing vendors, facilities and administrative activities.
• Strong experience coordinating multiple tasks and stakeholders simultaneously.
• Excellent organizational and time-management skills.
• Strong written and verbal communication.
• Excellent follow-up and task-closure discipline.
• Strong attention to detail.
• Ability to prioritize multiple activities.
• Good problem-solving skills.
• High degree of confidentiality and professional judgment.
• Strong vendor and stakeholder coordination.
• Ability to work independently with limited supervision.
• Strong ownership and accountability.
• Proactive rather than instruction-dependent working style.
• Good proficiency with Microsoft 365, particularly Outlook, Excel, PowerPoint, Teams, Planner and SharePoint.

Nice to have

• Prior experience supporting a Managing Director, CEO, Director, VP or senior business leader.

Details

• Location: Mumbai / Navi Mumbai.
• Reports to: Managing Director.
• Employment type: Full-time.