Executive Assistant - Office Operations

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.

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• Oversee daily office operations and ensure a well-organized, safe, and professional work environment.
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• Manage front-desk and reception activities, including visitor management, incoming calls, and mail/courier handling.
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• Maintain office records, basic documentation, filing systems, and correspondence as required.
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• Handle day-to-day office requirements and ad-hoc requests from directors and employees.
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• Coordinate domestic and international travel arrangements for directors and office staff, including flight, train, road transport, and hotel bookings.
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• Prepare travel itineraries, manage booking confirmations, cancellations, and travel-related documentation.
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• Track travel expenses and reconcile travel advances/bills with finance.
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• Plan and manage office events, meetings, team activities, and celebrations from concept to execution.
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• Coordinate venue, catering, logistics, invitations, and on-site support for internal and external events.
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• Identify, onboard, and maintain vendor relationships for office services, housekeeping, pantry, security, stationery, and other operational needs.
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• Manage vendor registration, documentation, rate negotiations, service-level agreements, and ongoing coordination.
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• Track vendor invoices and billing, ensure timely processing, and maintain accurate payment records.
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• Maintain the office asset register, track allocations, and coordinate repairs, replacements, and servicing.
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• Manage inventory of office supplies, stationery, pantry items, and housekeeping consumables.
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• Ensure adequate stock levels, place timely purchase orders, and verify deliveries.
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• Manage petty cash, maintain vouchers, and ensure timely reconciliation and replenishment.
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• Track operational expenses, process vendor bills, and support basic accounting/documentation requirements.
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• Handle office couriers and coordinate inbound/outbound deliveries.
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• Coordinate onboarding logistics for new joiners, including workspace setup, IT/asset allocation, welcome kits, and access coordination.
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• Manage exit logistics, including asset recovery, access deactivation, and clearance documentation.
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• Act as a liaison between directors, employees, and external stakeholders.
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• Schedule meetings, manage calendars, and support executive communication as needed.
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• Handle sensitive information with discretion and maintain confidentiality at all times.
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• Graduate in any discipline; additional certifications in office administration are a plus.
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• Minimum 2 years of experience in office administration, executive assistance, facilities, or operations support.
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• Strong communication skills in English and Hindi; knowledge of Marathi is preferred.
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• Proficient in MS Office (Word, Excel, PowerPoint) and email/communication tools.
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• Excellent organizational, multitasking, and time-management skills with a high attention to detail.
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• Ability to work independently, manage multiple priorities, and remain calm under pressure.
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• Professional demeanor, strong interpersonal skills, and a service-oriented mindset.
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• High integrity and ability to maintain confidentiality.
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• Competitive salary: INR 2,00,000 – INR 4,00,000 per annum (based on experience and skills).
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• Opportunity to work directly with senior leadership and contribute to a well-managed, growing organization.
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• A collaborative, professional, and inclusive work environment in Mumbai.
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