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
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.
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.
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.
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.
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.
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.
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.
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.

Work arrangement
No