Executive Assistant - Office Operations

Full job description

Executive Assistant, Office Operations

Executive Assistant – Office Operations

We are looking for a reliable, organised, and proactive Executive Assistant to support the Founder / Managing Director and manage the day-to-day operations of our headquarters office in Mahim, Mumbai.

We are looking for someone who can manage multiple responsibilities, solve problems, take initiative, and work independently with minimal supervision.

Key Responsibilities

Business & Executive Support

Track important projects and follow up with team members to ensure tasks are completed on time.

Manage the Founder’s calendar, schedule meetings, and organise daily priorities.

Manage calls, messages, and meeting requests to help the Founder use time effectively.

Coordinate communication between the Founder, employees, department heads, and external contacts.

Office Operations & Administration

Maintain office records, documents, filing systems, and official correspondence.

Handle daily office requirements and requests from directors and employees.

Identify problems in daily work and suggest practical ways to improve processes and coordination.

Help ensure that office activities run smoothly and efficiently.

Office Supplies Management

Track vendor invoices and coordinate with the finance team to ensure timely payments.

Maintain records of office assets and track their allocation to employees.

Coordinate repairs, replacements, and servicing of office equipment.

Monitor office supplies, stationery, pantry items, and housekeeping materials, and arrange timely purchases.

Billing & Expense Tracking

Monitor petty cash, monitor expense records and vouchers, and arrange timely reconciliation and replenishment.

Track office expenses, check vendor bills, and coordinate with the finance team for payments.

Maintain accurate records of expenses, bills, and other financial documents.

• HR

Assist with routine HR activities

Support employees with day-to-day administrative requirements and coordinate with relevant departments to resolve issues.

Process Improvement & Coordination

Work with different departments to improve coordination and make work more efficient.

Follow up on pending tasks to ensure deadlines are met and work is completed properly.

Required Qualifications & Skills

Graduate in any discipline. A degree in Business Administration, Finance, or a related field is preferred.

Minimum 4 years of experience in office administration, executive assistance, operations, or a similar role.

Good working knowledge of Microsoft Office, especially Word, Excel, along with email and communication tools.

Ability to understand data, track expenses, and maintain accurate records.

Good communication skills in English and Hindi.

Ability to work independently, take initiative, solve problems, and remain calm under pressure.

High level of honesty, reliability, responsibility, and confidentiality.

What We’re Looking For

Someone who can understand what needs to be done and take action without waiting for instructions every time.

Someone who can manage office operations, coordinate with different teams, and handle multiple responsibilities.

Someone who pays attention to detail and ensures tasks are completed correctly and on time.

Someone who takes responsibility, follows up with people, and makes sure things get done.

What We Offer

Competitive salary of INR 3,00,000–4,25,000 per annum, based on experience and skills.

Opportunity to work directly with all employees and contribute to the growth of the organisation.

A collaborative, professional, and inclusive work environment in Mumbai.

Pay

₹300,000.00 - ₹425,000.00 per year

Benefits

Paid time off

Provident Fund

Experience

Assistant

5 years (Required)

Work Location

In person