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.

• Oversee daily office operations and ensure a well-organized safe and professional work environment.
• Manage front-desk and reception activities including visitor management incoming calls and mail/courier handling.
• Maintain office records basic documentation filing systems and correspondence as required.
• Handle day-to-day office requirements and ad-hoc requests from directors and employees.

• Coordinate domestic and international travel arrangements for directors and office staff including flight train road transport and hotel bookings.
• Prepare travel itineraries manage booking confirmations cancellations and travel-related documentation.
• Track travel expenses and reconcile travel advances/bills with finance.

• Plan and manage office events meetings team activities and celebrations from concept to execution.
• Coordinate venue catering logistics invitations and on-site support for internal and external events.

• Identify onboard and maintain vendor relationships for office services housekeeping pantry security stationery and other operational needs.
• Manage vendor registration documentation rate negotiations service-level agreements and ongoing coordination.
• Track vendor invoices and billing ensure timely processing and maintain accurate payment records.

• Maintain the office asset register track allocations and coordinate repairs replacements and servicing.
• Manage inventory of office supplies stationery pantry items and housekeeping consumables.
• Ensure adequate stock levels place timely purchase orders and verify deliveries.

• Manage petty cash maintain vouchers and ensure timely reconciliation and replenishment.
• Track operational expenses process vendor bills and support basic accounting/documentation requirements.
• Handle office couriers and coordinate inbound/outbound deliveries.

• Coordinate onboarding logistics for new joiners including workspace setup IT/asset allocation welcome kits and access coordination.
• Manage exit logistics including asset recovery access deactivation and clearance documentation.

• Act as a liaison between directors employees and external stakeholders.
• Schedule meetings manage calendars and support executive communication as needed.
• Handle sensitive information with discretion and maintain confidentiality at all times.

• Graduate in any discipline; additional certifications in office administration are a plus.
• Minimum 2 years of experience in office administration executive assistance facilities or operations support.
• Strong communication skills in English and Hindi; knowledge of Marathi is preferred.
• Proficient in MS Office (Word Excel PowerPoint) and email/communication tools.
• Excellent organizational multitasking and time-management skills with a high attention to detail.
• Ability to work independently manage multiple priorities and remain calm under pressure.
• Professional demeanor strong interpersonal skills and a service-oriented mindset.
• High integrity and ability to maintain confidentiality.

• Competitive salary: INR 200000 INR 400000 per annum (based on experience and skills).
• Opportunity to work directly with senior leadership and contribute to a well-managed growing organization.
• A collaborative professional and inclusive work environment in Mumbai.