Executive Assistant

Looking for an Office Assistant / Executive Assistant to support and manage the organization's administrative and operational activities. The incumbent will serve as the primary administrative resource, independently overseeing office administration, executive support, travel management, employee coordination, vendor management, compliance documentation, and day-to-day business operations. The ideal candidate should possess strong organizational and communication skills, attention to detail, and the ability to effectively manage multiple responsibilities while working in a dynamic, fast-paced, and multicultural environment.

Key Deliverables:

1. Executive Support

• Manage calendars, appointments, and schedules for senior management
• Coordinate and facilitate meetings, conference calls, and business visits
• Prepare meeting agendas, presentations, minutes of meetings, and management reports
• Draft and manage professional correspondence, letters, and business communications
• Maintain strict confidentiality of management and company information

2. Travel Management

• Arrange and coordinate domestic and international travel for management and employees
• Book air tickets, hotel accommodations, transportation, and travel insurance
• Coordinate visa applications, embassy appointments, and travel-related documentation
• Prepare detailed travel itineraries, schedules, and travel plans
• Maintain travel expense documentation and reimbursement records

3. Office Administration

• Oversee day-to-day office administration and facility management activities
• Maintain office supplies, stationery, pantry items, and other consumables
• Coordinate with building management, housekeeping, security, internet, and utility service providers
• Manage courier services, incoming and outgoing correspondence, and document dispatches
• Maintain office asset records, inventories, and related documentation

4. Human Resources & Employee Administration

 

• Maintain employee attendance, leave records, and related documentation
• Support employee onboarding, induction, and orientation processes.
• Maintain employee files, records, and HR documentation
• Coordinate payroll-related inputs with HR and finance consultants
• Support employee insurance, benefits administration, and statutory documentation
• Assist in organizing employee engagement initiatives and company events

5. Finance & Documentation Support

• Process, maintain, and track vendor invoices and payment records.
• Coordinate documentation and related activities with accountants, auditors, and consultants
• Maintain accurate records of reimbursements and office expenses
• Support procurement activities and purchase-related documentation
• Track and monitor contract renewals and service agreements

6. Vendor & Facility Management

• Coordinate and liaise with travel agencies, hotels, courier companies, facility vendors, and service providers
• Obtain quotations and support procurement-related decisions
• Monitor vendor performance, service quality, and delivery standards
• Coordinate office maintenance activities, repairs, and facility requirements

7. Compliance & Corporate Documentation

• Maintain company licenses, registrations, agreements, and statutory records in an organized manner
• Coordinate with legal, accounting, and compliance service providers on documentation requirements
• Ensure proper and systematic maintenance of digital and physical filing systems
• Support statutory, regulatory, and corporate documentation requirements

8. Customer & Visitor Coordination

• Welcome and assist customers, visitors, and international delegates
• Coordinate meeting room arrangements, hospitality services, and visitor logistics
• Support customer visits, training programs, and business events
• Maintain visitor records and manage office reception-related activities

9. Additional Non-Technical Responsibilities

• As the organization operates with a lean and dynamic structure, the incumbent will be expected to support all non-technical functions, including:
• Administrative reporting
• Event and exhibition support
• Vendor coordination
• Travel and logistics management
• Procurement support
• Office operations management
• Customer visit coordination
• Documentation and record management
• Any other administrative responsibilities assigned by management from time to time

Job Requirements:

• Bachelor's degree in business administration, Commerce, Management, Human Resources, or a related discipline
• 2–5 years of relevant experience in Administration, Executive Assistance, Office Management, or Operations Support
• Experience working with multinational companies (MNCs) will be preferred
• Prior experience supporting senior management is desirable
• Excellent verbal and written communication skills in English and Hindi
• Strong organizational, multitasking, and coordination abilities
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook
• Ability to work independently with minimal supervision while effectively managing multiple priorities
• Strong problem-solving skills with a high level of attention to detail and accuracy
• Professional demeanour, interpersonal skills, and the ability to build effective working relationships
• Ability to maintain confidentiality and handle sensitive information with discretion