Executive Administrative Assistant

About the company:

Aparna Kaushik Design Group, led by architect and Founding Principal Aparna Kaushik, merges European classicism with modernist tropical architecture. Specializing in luxury estates and residences, the firm offers comprehensive design services spanning architecture, interiors, furniture, lighting, and product design.

For more information about our firm and the work we do, kindly visit our website at https://aparnakaushik.com/ or check out our Instagram handle at https://www.instagram.com/aparnakaushikofficial/

Job Title: Executive Assistant cum Office Administrator

Location: Noida44 Department: Administration / Management Office

Reports To: Principal Architect

Experience: 15+ years

Position Overview:

We are looking for a proactive and detail-oriented Executive Assistant cum Office Administrator with proven experience in the construction, architecture, or interior design industry. This position combines executive assistance, office administration, contracts management, and CRM operations, requiring a highly organized professional who can manage multiple priorities efficiently. The ideal candidate will provide comprehensive support to senior management, coordinate across project and finance teams, maintain client and consultant relationships, handle contracts and documentation, and ensure smooth day-to-day operations of the office.

Key Responsibilities:

1. Executive Assistance

• Manage top management’s calendars, meetings, and appointments efficiently.

• Coordinate internal and external meetings, prepare agendas, and follow up on action items.

• Handle confidential communication, reports, and documentation.

• Assist in preparing presentations and business correspondences.

2. Office Administration

• Oversee daily administrative operations and ensure smooth workflow across departments.

• Manage vendor relationships, office procurement, and maintenance requirements.

• Maintain systematic filing systems for all documentation and correspondence.

3. Contracts Management & Legal Coordination

• Maintain and track all client, vendor, and consultant contracts.

• Coordinate with the legal team for contract drafting, vetting, renewals, and compliance.

• Ensure timely renewal of agreements and maintain an accurate contract database.

• Support management with summaries and reports of key contractual obligations.

4. CRM & Client Relationship Management

• Update and manage the client database using CRM tools.

• Coordinate client communications, ensure timely follow-ups, and support the invoicing process.

• Follow up on client payments and coordinate with the finance team for reconciliation.

• Generate CRM-based reports and client insights for management.

5. Project & Consultant Coordination

• Liaise with the project management team to track deliverables, milestones, and billing schedules. • Coordinate with consultants (MEP, structural, design, etc.) for documentation and approvals.

• Assist in preparing project-related reports, invoices, and summaries.

6. Data & Reporting

• Prepare and maintain reports, trackers, and MIS using Advanced Excel (Pivot Tables, VLOOKUP, etc.).

• Analyze data for operational, financial, and project reporting.