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.