Executive Assistant – Office Operations

About the Role

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.

Key Responsibilities

Office Operations & Administration

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.

Travel Desk Management

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.

Events & Employee Engagement

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.

Vendor Management

Identify,, 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 coordination.

Track vendor invoices and billing, ensure timely processing, and maintain accurate payment records.

Office Assets, Inventory & Supplies

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.

Petty Cash & Billing Tracking

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.

Onboarding & Exit Logistics

Coordinate 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.

Coordination & Communication

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.

Required Qualifications & Skills

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.

What We Offer

Competitive salary: INR 2,00,000 – INR 4,00,000 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.