Executive Assistant to CEO (with Administrative Oversight)

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)