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.
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