Executive Assistant & Office Administrator to Senior Management

Job Description

Position: Executive Assistant & Office Administrator to Senior Management

Location: India (Work from Office)

Work Hours: 7:00 PM – 5:00 AM IST (aligned with U.S. business hours)

This role requires a highly organized, proactive, and dependable professional who can provide comprehensive administrative and operational support to the Senior Management team. The position demands strong communication skills, exceptional multitasking abilities, and the capability to coordinate across teams and time zones. You will be responsible for ensuring smooth day-to-day operations, managing cross-departmental communication, and supporting the India office’s administrative functions while coordinating with U.S.-based clients to facilitate seamless project execution.

Key Responsibilities

Executive Assistance

• Manage and maintain calendars for senior management, including meeting scheduling, interviews, travel planning, and appointments.
• Act as the primary point of contact between senior management and internal teams.
• Prepare reports, meeting agendas, presentations, and business correspondence as required.
• Coordinate regularly with U.S.-based clients to ensure timely updates and communication on ongoing projects.
• Track project deadlines and deliverables to ensure timely completion.
• Handle confidential and sensitive information with absolute discretion.
• Anticipate the needs of senior leadership and proactively address administrative and operational requirements.

Office Administration

• Oversee daily office operations and maintain an organized, efficient working environment.
• Manage vendor coordination, procurement, and inventory of office supplies and equipment.
• Maintain digital and physical filing systems, ensuring accurate and updated records.
• Support HR functions including attendance tracking, onboarding coordination, and employee record management.
• Plan and organize internal meetings, team events, and training sessions.
• Assist in budget preparation, expense monitoring, and financial reporting.
• Ensure compliance with organizational policies, procedures, and operational standards.
• Identify inefficiencies and contribute to continuous process improvement initiatives.

Required Skills & Qualifications

• Excellent written and verbal communication skills in English.
• Strong proficiency in MS Word, Excel, PowerPoint, and Google Workspace tools.
• Exceptional organizational, multitasking, and time-management capabilities.
• High level of professionalism, integrity, and attention to detail.
• Strong interpersonal and problem-solving abilities.
• Ability to work independently while maintaining confidentiality.
• Experience with office management tools, CRMs, or productivity software is an added advantage.
• Prior experience as an Executive Assistant, Office Administrator, or Operations Coordinator supporting senior leadership is preferred.

Additional Details

• Reporting To: Senior Management
• Teams: Coordination with India operations and U.S.-based clients
• Shift: Night Shift (7:00 PM – 5:00 AM IST)

If you meet the above qualifications and are interested in applying, please send your updated resume to hr@shreeyaansolusmart.com or contact +91 999-899-6121 for further information.