Job Description: Executive Assistant to CEO (with Administrative Oversight)
Job Title: Executive Assistant to the CEO & Administration Lead
Location: Mumbai, Maharashtra (On-site)
Employment Type: Full-time
About the Company
The company is a growing provider of comprehensive waterproofing and structural repair solutions across residential, commercial, and industrial sectors Pan India. We pride ourselves on delivering durable, high-quality waterproofing systems and structural restoration services.
Position Overview
We are looking for an organized, proactive, and dynamic Executive Assistant to the CEO . In this dual-capacity role, you will act as a strategic partner to the Chief Executive Officer—managing executive scheduling, communications, and daily operations—while also overseeing essential office administration to ensure smooth corporate functioning.
Key Responsibilities
1. Executive Support (CEO Secretariat)
- Calendar & Travel Management: Manage the CEO’s daily schedule, organize internal/external meetings, and arrange travel itineraries (flight, hotel, local transport).
- Communication & Documentation: Draft, proofread, and manage professional correspondence, emails, reports, and presentations on behalf of the CEO.
- Meeting Management: Prepare meeting agendas, compile background documents, attend key leadership meetings, record Minutes of Meetings (MoM), and track follow-up action items.
- Executive Confidentiality: Handle sensitive business, financial, and client information with strict discretion.
- Gatekeeping: Screen incoming calls, emails, and visitor requests, prioritizing issues that require the CEO's immediate attention.
2. Office Administration & Operations
- Office Maintenance & Facilities: Oversee daily office operations, facility upkeep, and vendor management (AMC for office equipment, AC, internet, etc.).
- Procurement & Inventory: Manage office supplies, stationery, safety gear/PPE inventory for administrative staff, and corporate gifts.
- Vendor & Service Management: Liaise with administrative vendors, negotiate contracts, verify invoices, and coordinate with finance for timely payments.
- Site Coordination Support: Coordinate administrative support for site managers and field teams (e.g., dispatching physical documents, courier management, and team travel logistics for outstation projects).
- Visitor Management: Welcome VIP clients, developers, architects, and business partners visiting the corporate office.
3. Interdepartmental Liaison
- Function as a single point of contact between the CEO and internal teams (Engineering, Sales, Accounts, HR, and Site Operations).
- Assist the CEO in tracking project milestones, deadlines, and operational metrics across departments.
Key Qualifications & Skills
- Education: Bachelor’s degree in Business Administration, Commerce, Arts, or any relevant field.
- Experience: 3 to 6 years of experience as an Executive Assistant, EA-cum-Admin, or Executive Secretary (Experience in Construction, Real Estate, Building Materials, or Waterproofing sectors is a plus).
- Communication Skills: Excellent verbal and written English communication skills; professional fluency in Hindi/Marathi is preferred for vendor and site coordination.
- Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Experience with calendar management and virtual meeting platforms (Zoom, Teams).
- Administrative Acumen: Strong organizational skills, multitasking abilities, and attention to detail.
- Problem-Solving: Proactive, self-motivated, and capable of working independently under tight deadlines.
Requirements
Experience Required: 3 to 6 years
Benefits
Salary: ₹6,00,000 – ₹7,00,000 per annum (CTC)