Executive Assistant to CEO (with Administrative Oversight)

Job Description: Executive Assistant to CEO (with Administrative Oversight)

Job Title: Executive Assistant to the CEO & Administration Lead

Location: Mumbai Maharashtra (On-site)

Employment Type: Full-time

About the Company

The company is a growing provider of comprehensive waterproofing and structural repair solutions across residential commercial and industrial sectors Pan India. We pride ourselves on delivering durable high-quality waterproofing systems and structural restoration services.

Position Overview

We are looking for an organized proactive and dynamic Executive Assistant to the CEO. In this dual-capacity role you will act as a strategic partner to the Chief Executive Officermanaging executive scheduling communications and daily operationswhile also overseeing essential office administration to ensure smooth corporate functioning.

Key Responsibilities

1. Executive Support (CEO Secretariat)

• Calendar & Travel Management: Manage the CEOs daily schedule organize internal/external meetings and arrange travel itineraries (flight hotel local transport).
  

• Communication & Documentation: Draft proofread and manage professional correspondence emails reports and presentations on behalf of the CEO.
  

• Meeting Management: Prepare meeting agendas compile background documents attend key leadership meetings record Minutes of Meetings (MoM) and track follow-up action items.
  

• Executive Confidentiality: Handle sensitive business financial and client information with strict discretion.
  

• Gatekeeping: Screen incoming calls emails and visitor requests prioritizing issues that require the CEOs immediate attention.
  

2. Office Administration & Operations

• Office Maintenance & Facilities: Oversee daily office operations facility upkeep and vendor management (AMC for office equipment AC internet etc.).
  

• Procurement & Inventory: Manage office supplies stationery safety gear/PPE inventory for administrative staff and corporate gifts.
  

• Vendor & Service Management: Liaise with administrative vendors negotiate contracts verify invoices and coordinate with finance for timely payments.
  

• Site Coordination Support: Coordinate administrative support for site managers and field teams (e.g. dispatching physical documents courier management and team travel logistics for outstation projects).
  

• Visitor Management: Welcome VIP clients developers architects and business partners visiting the corporate office.
  

3. Interdepartmental Liaison

• Function as a single point of contact between the CEO and internal teams (Engineering Sales Accounts HR and Site Operations).
  

• Assist the CEO in tracking project milestones deadlines and operational metrics across departments.
  

Key Qualifications & Skills

• Education: Bachelors degree in Business Administration Commerce Arts or any relevant field.
  

• Experience: 3 to 6 years of experience as an Executive Assistant EA-cum-Admin or Executive Secretary (Experience in Construction Real Estate Building Materials or Waterproofing sectors is a plus).
  

• Communication Skills: Excellent verbal and written English communication skills; professional fluency in Hindi/Marathi is preferred for vendor and site coordination.
  

• Technical Skills: Advanced proficiency in Microsoft Office Suite (Word Excel PowerPoint) and Google Workspace. Experience with calendar management and virtual meeting platforms (Zoom Teams).
  

• Administrative Acumen: Strong organizational skills multitasking abilities and attention to detail.
  

• Problem-Solving: Proactive self-motivated and capable of working independently under tight deadlines.