Executive Assistant & Office Administrator

At South Star, we are committed to empowering businesses in the telecom sector by providing comprehensive support and management solutions for their IT infrastructure. Based in Navi Mumbai, we specialize in offering a wide range of services, including application environment support, IT infrastructure environment management, network monitoring, end-user support, and service design & monitoring. Our focus on the telecom sector allows us to deliver exceptional results that are tailored to our unique clients.

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

• 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.

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