Executive Assistant & Office Administrator

Job Description: Executive Assistant & Office Administrator

Department: Operations / Administration
Location: Mumbai / Navi Mumbai
Reports To: Managing Director
Employment Type: Full-time

Role Purpose

The Executive Assistant / Office Administrator will provide comprehensive executive, administrative and operational support to the Managing Director, while ensuring the smooth functioning of day-to-day office operations.

The role requires a highly organized, proactive and dependable individual who can independently coordinate tasks, manage vendors and facilities, maintain documentation, follow up with internal and external stakeholders, and ensure commitments are driven through to closure.

Key Responsibilities

1. Executive Support, Task Coordination & Process Improvement

• 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, ensuring commitments are followed through to completion.
• Identify delays or dependencies and escalate them appropriately, providing 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 to reduce manual work.
• Effectively use various Microsoft Applications such as Outlook, Teams, Planner, Excel, SharePoint, Forms and develop simple trackers and dashboards to improve 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.

2. Office Administration, Vendor Coordination & Events

• 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 to keep office infrastructure and common facilities operational.
• 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.
• Follow up on vendor service quality and escalate recurring issues.
• Coordinate company events, celebrations and employee engagement activities, including vendors, venues, food, gifts, merchandise and other logistics.
• Support employee and management travel/logistics, and coordinate dispatches, deliveries and office-related employee requirements.

Required Experience

• 3 to 6 years of relevant experience in Executive Assistance, Office Administration, Business Operations or a similar role.
• Prior experience supporting a Managing Director, CEO, Director, VP or senior business leader preferred.
• Demonstrated experience managing vendors, facilities and administrative activities.
• Strong experience coordinating multiple tasks and stakeholders simultaneously.

Skills & Competencies

• 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