Executive Assistant – Office Operations

About the Role

We are looking for a highly organized and proactive Executive Assistant – Office Operations to manage the day-to-day administrative and operational functions of our Mumbai office. This role is the central point of contact for office operations, executive support, vendor coordination, and front-desk oversight, ensuring a smooth, efficient, and professional workplace for the leadership team and all employees.

Key Responsibilities

Office Operations & Administration

• Oversee daily office operations and ensure a well-organized, safe, and professional work environment.
• Manage front-desk and reception activities, including visitor management, incoming calls, and mail/courier handling.
• Maintain office records, basic documentation, filing systems, and correspondence as required.
• Handle day-to-day office requirements and ad-hoc requests from directors and employees.

Travel Desk Management

• Coordinate domestic and international travel arrangements for directors and office staff, including flight, train, road transport, and hotel bookings.
• Prepare travel itineraries, manage booking confirmations, cancellations, and travel-related documentation.
• Track travel expenses and reconcile travel advances/bills with finance.

Events & Employee Engagement

• Plan and manage office events, meetings, team activities, and celebrations from concept to execution.
• Coordinate venue, catering, logistics, invitations, and on-site support for internal and external events.

Vendor Management

• Identify, onboard, and maintain vendor relationships for office services, housekeeping, pantry, security, stationery, and other operational needs.
• Manage vendor registration, documentation, rate negotiations, service-level agreements, and ongoing coordination.
• Track vendor invoices and billing, ensure timely processing, and maintain accurate payment records.

Office Assets, Inventory & Supplies

• Maintain the office asset register, track allocations, and coordinate repairs, replacements, and servicing.
• Manage inventory of office supplies, stationery, pantry items, and housekeeping consumables.
• Ensure adequate stock levels, place timely purchase orders, and verify deliveries.

Petty Cash & Billing Tracking

• Manage petty cash, maintain vouchers, and ensure timely reconciliation and replenishment.
• Track operational expenses, process vendor bills, and support basic accounting/documentation requirements.
• Handle office couriers and coordinate inbound/outbound deliveries.

Onboarding & Exit Logistics

• Coordinate onboarding logistics for new joiners, including workspace setup, IT/asset allocation, welcome kits, and access coordination.
• Manage exit logistics, including asset recovery, access deactivation, and clearance documentation.

Coordination & Communication

• Act as a liaison between directors, employees, and external stakeholders.
• Schedule meetings, manage calendars, and support executive communication as needed.
• Handle sensitive information with discretion and maintain confidentiality at all times.

Required Qualifications & Skills

• Graduate in any discipline; additional certifications in office administration are a plus.
• Minimum 2 years of experience in office administration, executive assistance, facilities, or operations support.
• Strong communication skills in English and Hindi; knowledge of Marathi is preferred.
• Proficient in MS Office (Word, Excel, PowerPoint) and email/communication tools.
• Excellent organizational, multitasking, and time-management skills with a high attention to detail.
• Ability to work independently, manage multiple priorities, and remain calm under pressure.
• Professional demeanor, strong interpersonal skills, and a service-oriented mindset.
• High integrity and ability to maintain confidentiality.

What We Offer

• Competitive salary: INR 2,00,000 – INR 4,00,000 per annum (based on experience and skills).
• Opportunity to work directly with senior leadership and contribute to a well-managed, growing organization.
• A collaborative, professional, and inclusive work environment in Mumbai.