Executive Assistant cum Admin & HR

Job Summary

Executive Assistant to the Director

Key Responsibilities

1. Executive & Operational Support

• Manage the Directors calendar, appointments, meetings, and daily schedules.
• Block calendars proactively and keep the Director informed of all appointments, including health-related or urgent matters.
• Draft, review, and edit correspondence, reports, presentations, and business documents.
• Handle confidential and sensitive data/documents with complete discretion.
• Provide personal assistance related to the Director’s family affairs and lifestyle management as required.

2. Procurement Coordination

• Manage end-to-end procurement documentation including vendor communication, quotation comparison, and purchase finalization.
• Coordinate with procurement and finance teams for PO issuance, approvals, and payments.
• Participate in procurement strategy discussions and ensure adherence to internal approval processes.

3. Administrative Functions (Home & Office)

• Oversee coordination between home and office operations to ensure smooth daily functioning.
• Manage and schedule home drivers, ensuring punctuality and logistical efficiency.
• Coordinate with external vendors for both personal and professional requirements.
• Maintain office inventory, vendor contracts, and general administration support.
• Liaise with facility management and internal departments for upkeep and efficient operations.

4. Travel, Visa & Logistics

• Plan and manage domestic/international travel including bookings, accommodation, and transportation.
• Handle visa documentation, processing, and liaison with embassies or travel partners.
• Maintain travel itineraries, expense tracking, and travel records.

5. Coordination & Interdepartmental Communication

• Organize meetings, prepare agendas, record minutes, and ensure timely follow-up on action items.
• Act as a communication bridge between the Director and internal/external stakeholders.
• Support interdepartmental coordination for smooth workflow and project execution.

6. HR Responsibilities (End-to-End)

• Manage end-to-end HR operations including recruitment, onboarding, attendance, payroll coordination, and employee documentation.
• Coordinate with external consultants/vendors for background verification, statutory compliance, and HRMS operations.
• Maintain employee master data, performance records, and HR MIS reports.
• Support Director in manpower planning, hiring strategy, and employee engagement initiatives.
• Handle confidential HR-related communication on behalf of management.
• Ensure smooth execution of HR policies, compliance, and exit formalities.

7. Personal Finance & Memberships

• Manage personal and business-related financial tasks such as credit card bills, utility payments, and reimbursements.
• Track travel miles, memberships, and subscriptions for optimal utilization.
• Maintain accurate logs of expenses, reimbursements, and financial summaries.

8. Mobility Requirement

• Must be comfortable traveling regularly between Vashi, Nerul, BKC, and other business/personal locations along with the Director.
• Flexibility for extended working hours and travel as per business or personal requirements.

Educational Background and Work Experience

• Graduate with 10–15 years of experience in executive administration, personal assistance, or office management.
• Prior exposure to promoter-driven or family-owned business environments preferred.
• Strong interpersonal, organizational, and multitasking skills.
• High level of integrity, confidentiality, and professionalism.
• Proficiency in MS Office (Word, Excel, PowerPoint) and digital collaboration tools.
• Ability to manage personal finance-related tasks and handle sensitive data responsibly.

Competencies

• Confidentiality & Integrity:

  High level of discretion and trustworthiness when handling sensitive information

• Time Management:

  Ability to prioritize multiple tasks and deliver under tight deadlines

• Attention to Detail:

  Accuracy in documentation, travel planning, and report preparation

• Organizational Skills:

  Strong ability to manage logistics, schedules, and documentation with efficiency

• Communication Skills:

  Excellent verbal and written communication; effective at stakeholder coordination

• Problem-Solving Ability:

  Resourceful in addressing last-minute challenges or changes

• Initiative & Proactiveness:

  Able to work independently and anticipate the Director’s needs

• Interpersonal Skills:

  Builds rapport easily with internal teams, vendors, and external contacts

• Flexibility & Adaptability:

  Willingness to travel and adjust to changing priorities or tasks