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, 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. 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 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. 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.