Executive Administrative Assistant

Role Overview:

The Admin & Executive Assistant will play a pivotal role in ensuring smooth administrative operations and executive coordination across the agency. This individual will support leadership with day-to-day management, assist in HR and hiring processes, oversee lead tracking and follow-ups, and ensure internal and external communication runs seamlessly. The ideal candidate will be proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced digital agency environment.

Key Responsibilities:

1. Executive Assistance

• Manage calendars, coordinate internal and external meetings, and handle scheduling for the leadership team.
• Prepare meeting agendas, minutes, follow-up actions, and ensure timely execution.
• Draft and manage professional communication, emails, and documents on behalf of leadership.
• Support in the preparation of proposals, client decks, and performance reports.

2. Administrative & Office Management

• Oversee day-to-day office operations including vendor management, maintenance, and procurement.
• Maintain records of contracts, invoices, and agency documentation.
• Track office expenses, reimbursements, and ensure operational compliance.
• Coordinate agency events, celebrations, and client visits.

3. HR Support & Employee Lifecycle

• Assist in end-to-end hiring coordination , posting job openings, scheduling interviews, following up with candidates, and maintaining hiring trackers.
• Support the onboarding process : documentation, induction, IT setup, and coordination with respective departments.
• Handle exit formalities :clearance, documentation, and feedback process.
• Maintain updated employee records and assist HR with attendance and leave tracking.

4. Lead Management & Prospect Coordination

• Maintain and update the company's lead tracker/CRM to monitor new business leads and opportunities.
• Coordinate with business and sales teams to track lead status, follow-ups, and closures.
• Schedule meetings and presentations with prospects and assist in follow-up communication.
• Generate and share periodic reports on lead performance and conversion progress with management.

5. Communication & Coordination

• Act as a bridge between leadership and internal teams to ensure clarity and timely updates.
• Liaise with vendors, clients, and partners to manage communication flow and scheduling.
• Ensure inter-departmental coordination for smooth campaign planning, delivery, and reporting.

6. Documentation & Reporting

• Maintain records of operational data, performance metrics, and client contracts.
• Assist in preparing monthly reports, MIS summaries, and follow-up dashboards.
• Support leadership in audit readiness and compliance documentation.

Key Skills & Attributes

• Excellent communication (verbal & written) and interpersonal skills.
• Highly organised, multitasking, and detail-oriented.
• Hands-on with Google Workspace / MS Office / task management tools (Zoho)
• Professional conduct with confidentiality and discretion.
• Ability to work independently and proactively in a dynamic environment.

Qualification & Experience

• Bachelor's degree in Business Administration, Marketing, HR, or related field. (preferred)
• 25 years of experience as an Administrative or Executive Assistant; exposure to digital/creative agencies preferred.

What Success Looks Like

• Smooth functioning of leadership schedules and meetings.
• Streamlined lead tracking and improved follow-up system.
• Efficient onboarding and exit formalities for employees.
• Organised operations and communication across all departments

If you fit the bill APPLY NOW!

- Work from Office - Andheri East, Mumbai