Location: Lower Parel, Mumbai | On-Site
Experience: 4–7 Years
Function: Executive Assistance | Administration | Workplace Operations
We are looking for a highly organised, proactive, polished, and resourceful Executive Administrative Assistant to support senior leadership while ensuring the smooth and efficient functioning of day-to-day office operations.
The ideal candidate will be someone who understands the desired outcome, thinks ahead, connects the dots, and takes complete ownership rather than waiting for detailed instructions. The role requires strong organisational skills, professional communication, discretion, attention to detail, and the ability to manage multiple priorities with composure.
Candidates with experience in Executive Assistance, Personal Assistance, Corporate Administration, Workplace/Office Operations, Hospitality Operations, or Butler Services will be considered. Candidates from premium hospitality or Butler backgrounds with strong administrative and operational capabilities are particularly welcome.
1. Executive Support
- Manage calendars, meetings, appointments, priorities, and follow-ups.
- Coordinate domestic and international travel, itineraries, bookings, and logistics.
- Handle executive correspondence, presentations, reports, and documentation.
- Coordinate with senior stakeholders, clients, partners, vendors, and internal teams.
- Anticipate requirements and ensure timely follow-through on commitments and action items.
- Maintain confidentiality and exercise sound judgement while handling sensitive information.
2. Office & Administrative Operations
- Oversee smooth day-to-day office administration and workplace operations.
- Coordinate with vendors, service providers, facility teams, and external partners.
- Manage office supplies, maintenance, housekeeping, and other workplace requirements.
- Maintain accurate records, trackers, schedules, and administrative documentation.
- Support meetings, events, visitors, and other office-related requirements.
- Identify gaps in existing processes and implement more efficient ways of working.
3. Workplace & Operations Coordination
- Ensure the workplace remains organised, professional, well-maintained, and operationally efficient.
- Coordinate multiple requirements simultaneously while maintaining a high level of attention to detail.
- Proactively follow up with stakeholders to ensure timely completion of tasks.
- Troubleshoot operational issues and identify practical solutions.
- Build and maintain strong working relationships with internal teams and external service providers.
4. Technology & Process Improvement
- Effectively use digital tools, productivity platforms, and modern workplace technologies.
- Utilise AI tools to improve productivity, communication, documentation, research, and administrative efficiency.
- Identify opportunities to automate repetitive tasks and simplify workflows.
- Adapt quickly to new systems, technologies, and ways of working.
- Strong sense of ownership and accountability.
- Proactive approach with the ability to anticipate requirements.
- Excellent organisational and follow-through skills.
- Strong attention to detail.
- Ability to bring solutions rather than simply highlight problems.
- Excellent verbal and written communication skills.
- Professional, confident, and warm personality.
- Ability to manage multiple priorities in a fast-paced environment.
- Comfortable working closely with senior leadership and diverse stakeholders.
- Strong interpersonal skills and professional presence.
- Respectful and courteous approach towards people at all levels.
- Adaptable, resourceful, and comfortable with changing priorities.
- Willingness to learn and adopt new technologies and processes.
- 4–7 years of relevant experience in Executive Assistance, Personal Assistance, Corporate Administration, Workplace Operations, Office Administration, or Hospitality Operations.
- Candidates from premium hospitality, Butler, or high-touch service backgrounds are welcome.
- Experience supporting senior leadership or handling high-profile stakeholders will be an advantage.
- Strong proficiency in MS Office / Google Workspace.
- Familiarity with modern productivity tools and AI platforms.
- Strong administrative, coordination, and operational capabilities.
The ideal candidate should demonstrate maturity, self-awareness, curiosity, professionalism, and a strong sense of responsibility.
You should be someone who can bring structure without being rigid, maintain high professional standards while remaining approachable, and take initiative to ensure things are completed efficiently.
