Executive Assistant

About the Role

We are looking for a proactive, organized and execution-oriented Senior Executive – Administration to manage the day-to-day administrative operations of the organization.

The role will have primary responsibility for Office Administration, Facilities & Maintenance, AMC Management, Family Office / Promoter Family Support, Guest House, Fleet & Logistics, Employee Engagement & Events, MIS & Reporting, along with procurement and vendor management. Administrative stores will remain a limited supporting responsibility.

Key Responsibilities

1. Office Administration

- Manage smooth day-to-day office administration and workplace operations.

- Coordinate housekeeping, pantry, security,courier, reception and general office services.

- Ensure office infrastructure, cleanliness, safety, amenities and workplace standardsare maintained.

- Coordinate repairs,workspace requirements and administrative supportto internal departments.

- Monitor service quality and ensure timelyclosure of administrative issues.

1. Facilities, AMC & Maintenance

- Coordinate preventive and breakdown maintenance of HVAC, electrical, plumbing, furniture, office equipment, CCTV and other facilities.

- Maintain and monitor AMC/service contract schedules, renewalsand warranties.

- Obtain quotations, coordinate negotiations and monitor vendor performance, SLA compliance and service quality.

- Track maintenance issues, costs and recurring problems and ensuretimely closure.

1. Family Office / PromoterFamily Support

- Provide professional, responsive and confidential administrative support to the Promoter Family / Family Office.

- Coordinate maintenance and service requirements for promoter residences and family properties.

- Liaise with household staff, drivers, contractors, technicians and otherservice providers.

- Support family functions, events and specialarrangements and ensuretimely closure of assigned requirements.

- Maintain strict confidentiality regarding family schedules, properties, vendors and sensitive information.

1. Guest House, Fleet & General Logistics

- Manage guest house bookings, upkeep, housekeeping, maintenance and occupancy.

- Coordinate drivers,vehicles, servicing, repairs,insurance and statutory requirements.

- Arrange airport transfers, local transportation, executivetravel and other business/family logistics.

- Coordinate logistics for visitors, meetings, events and executive requirements.

1. Employee Engagement & Events

- Coordinate employeeengagement initiatives, culturalcelebrations, annual eventsand office functions.

- Manage event logistics, vendors,venues, refreshments, decorations, gifts and transportation.

- Coordinate with HR and other departments for timely and cost-effective execution.

1. MIS, Reporting & Analytics

- Prepare weekly/monthly Administration MIS and management reports.

- Track administration expenses, AMC status, maintenance, fleet, guest house,vendors and pending actions.

- Monitor budgets, analyse trends and identifycost-saving opportunities.

- Develop management dashboards using Advanced Excel and Power BI and provide actionable insights.

1. Procurement & Vendor Management

- Manage procurement of office, facility, maintenance, event and administrative requirements.

- Obtain quotations, prepare comparisons, negotiate commercial termsand recommend vendors.

- Raise and track PRs/POs,deliveries and invoicesin coordination with Finance and users.

- Maintain vendor database, evaluateperformance and identifyalternate vendors and cost-saving opportunities.

1. Administrative Stores & Assets

- Maintain basic control over stationery, pantryand housekeeping consumables.

- Monitor essential stock levelsand conduct periodicverification.

- Maintain the administrative asset register and coordinate servicing, movement and replacement of assets.

- Maintain relevant warranties, contractsand service records.

Desired CandidateProfile

- Must be a female candidate with excellent interpersonal skills and pleasingpersonality

- Excellent command of spoken and written English, Hindi and Marathi, with strong reading and comprehension skills

Education

- Bachelor’s degreein business administration, Commerce, Supply Chain, Hospitality Management or related discipline.

- Advanced Excel and Power BI proficiency is mandatory.

Experience

- 5–8 years of relevantexperience in Administration, Facilities, Corporate Servicesor Office Management

- Strong experience in officeadministration, facilities coordination, AMC management, vendor management and MIS reporting.

- Experience supporting senior management, promoters or family officesis preferred.

- Exposure to guest house,fleet, travel/logistics and employee engagement is preferred.

- Experience in promoter-driven or family-owned organizations is an advantage.