Executive Assistant cum Office Admin

Job Summary

We are looking for a highly organized, proactive, and people-oriented Executive Assistant (EA) & Office Administrator to manage day-to-day office administration, support management, coordinate vendors, assist with HR recruitment activities, and ensure smooth customer service and office operations.

The ideal candidate should have excellent communication and coordination skills, a professional attitude, strong attention to detail, and the ability to manage multiple responsibilities efficiently.

Key Responsibilities

1. Executive Assistance

• Provide administrative and operational support to senior management.
• Manage calendars, meetings, appointments, travel arrangements, and schedules.
• Coordinate internal and external meetings and follow up on action items.
• Handle confidential information with discretion.
• Manage day-to-day communication and coordination on behalf of management.

2. Office Administration

• Manage daily office operations and ensure a well-maintained, organized, and professional workplace.
• Handle office supplies, stationery, equipment, housekeeping, maintenance, and facility requirements.
• Maintain office records, documents, invoices, and administrative files.
• Coordinate courier, travel, transport, and other office-related services.
• Monitor administrative expenses and assist with expense tracking.
• Ensure compliance with company administrative policies and procedures.

3. Vendor Management

• Identify, evaluate, and coordinate with vendors and service providers.
• Obtain quotations, negotiate pricing, and coordinate purchase/service requirements.
• Maintain vendor records, agreements, invoices, and payment follow-ups.
• Monitor vendor performance, service quality, and timelines.
• Build and maintain strong relationships with key vendors.
• Coordinate with vendors for office maintenance, housekeeping, IT, stationery, travel, and other operational requirements.

4. HR & Recruitment Support

• Coordinate recruitment activities, including job postings, candidate sourcing, screening, and interview scheduling.
• Maintain candidate records and recruitment trackers.
• Coordinate onboarding and documentation for new employees.
• Assist with employee records, attendance, leave, and other HR administration.
• Support employee engagement activities and general HR coordination.
• Maintain confidentiality of employee and candidate information.

5. Customer Service & Coordination

• Handle customer queries professionally and ensure timely resolution or escalation.
• Coordinate with internal teams to address customer requirements.
• Maintain a high standard of customer service and professional communication.
• Welcome and assist visitors and clients at the office.

6. General Coordination

• Coordinate with internal departments to ensure smooth execution of administrative and operational activities.
• Track pending tasks and follow up with relevant stakeholders.
• Prepare regular administrative and operational reports.
• Assist management with ad-hoc projects and assignments.
• Ensure timely completion of assigned tasks and maintain high standards of accuracy.