Executive Assistant to Director cum Admin
Department:
Administration
Reporting To:
Director
Location:
Mall Corporate Office / Mall Premises
Job Summary:
The Executive Assistant to the Director cum Admin is responsible for providing high-level administrative and executive support to the Director while ensuring the smooth functioning of the mall's administrative operations. The role requires excellent organizational, communication, multitasking, and coordination skills.
Key Responsibilities:Executive Assistant Responsibilities
- Manage the Director's calendar, appointments, meetings, and travel arrangements.
- Prepare meeting agendas, MOM (Minutes of Meeting), presentations, and reports.
- Screen calls, emails, and correspondence on behalf of the Director.
- Coordinate with internal departments and external stakeholders.
- Draft official letters, emails, notices, and business communications.
- Follow up on action items assigned by the Director.
- Maintain confidential documents and records.
- Organize board meetings, management meetings, and vendor meetings.
- Assist in project coordination and monitor task completion.
- Handle expense reports, reimbursements, and documentation.
Administration Responsibilities
- Oversee daily administrative operations of the mall office.
- Coordinate with housekeeping, security, maintenance, and facility teams.
- Manage office supplies, stationery, and asset inventory.
- Supervise vendor agreements, AMC renewals, and service contracts.
- Ensure smooth functioning of office infrastructure and utilities.
- Coordinate employee ID cards, visitor management, and access control.
- Maintain records of licenses, agreements, insurance, and statutory documents.
- Coordinate with HR, Finance, Leasing, Marketing, and Operations teams.
- Support event arrangements, meetings, and corporate functions.
- Ensure compliance with company administrative policies and procedures.
Coordination & Compliance
- Liaise with government authorities and external agencies when required.
- Track pending approvals and ensure timely completion.
- Maintain MIS reports, dashboards, and management reports.
- Assist in audits and documentation.
Required Skills
- Excellent verbal and written communication.
- Strong organizational and time management skills.
- Ability to maintain confidentiality.
- Professional personality and interpersonal skills.
- Strong follow-up and coordination abilities.
- Problem-solving and decision-making skills.
- Ability to work under pressure and meet deadlines.
- High attention to detail.
Technical Skills
- MS Office (Excel, Word, PowerPoint)
- Outlook & Email Management
- Google Workspace
- MIS Reporting
- ERP/SAP (Preferred)
Qualification
- Bachelor's Degree in Business Administration, Management, Commerce, or a related field.
- MBA is preferred.
Experience
- 4–8 years of experience as an Executive Assistant, Executive Secretary, or Administration Executive.
- Experience in shopping malls, real estate, retail, hospitality, or commercial properties will be preferred.
Preferred Candidate Profile
- Presentable and professional.
- Excellent coordination and stakeholder management skills.
- Ability to handle confidential information with integrity.
- Strong multitasking and follow-up abilities.
- Flexible to work beyond office hours whenever required.
Key Performance Indicators (KPIs)
- Calendar and meeting management efficiency.
- Timely completion of Director's assignments.
- Administrative cost control.
- Vendor and facility management effectiveness.
- Documentation accuracy.
- Employee and stakeholder satisfaction.
- Compliance and audit readiness.
- Effective coordination across departments.
CTC: As per company standards and candidate experience.
Pay: ₹14,476.02 - ₹40,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid sick time
- Provident Fund
Work Location: In person
