About the Role

We are looking for a highly organized and proactive Executive Assistant – Office Operations to manage the day-to-day administrative and operational functions of our Mumbai office. This role is the central point of contact for office operations, executive support, vendor coordination, and front-desk oversight, ensuring a smooth, efficient, and professional workplace for the leadership team and all employees.

Key Responsibilities

Office Operations &

- Administration

- Oversee daily office operations and ensure a well-organized, safe, and skilled work environment.
- Manage front-desk and reception activities, including visitor management, incoming calls, and mail/courier handling.
- Maintain office records, basic documentation, filing systems, and correspondence as required.
- Handle day-to-day office requirements and ad-hoc requests from directors and employees.

Travel Desk Management

- Coordinate domestic and international travel arrangements for directors and office staff, including flight, train, road transport, and hotel bookings.
- Prepare travel itineraries, manage booking confirmations, cancellations, and travel-related documentation.
- Track travel expenses and reconcile travel advances/bills with finance.

Events &
- Employee Engagement

- Plan and manage office events, meetings, team activities, and celebrations from concept to execution.
- Coordinate venue, catering, logistics, invitations, and in office support for internal and external events.

Vendor Management

- Identify, onboard, and maintain vendor relationships for office services, housekeeping, pantry, security, stationery, and other operational needs.
- Manage vendor registration, documentation, rate negotiations, service-level agreements, and ongoing coordination.
- Track vendor invoices and billing, ensure timely processing, and maintain accurate payment records.

Office Assets, Inventory &
- Supplies

- Maintain the office asset register, track allocations, and coordinate repairs, replacements, and servicing.




- Manage inventory of office supplies, stationery, pantry items, and housekeeping consumables.
- Ensure adequate stock levels, place timely purchase orders, and verify deliveries.

Petty Cash &
- Billing Tracking

- Manage petty cash, maintain vouchers, and ensure timely reconciliation and replenishment.
- Track operational expenses, process vendor bills, and support basic accounting/documentation requirements.
- Handle office couriers and coordinate inbound/outbound deliveries.

Onboarding &
- Exit Logistics

- Coordinate onboarding logistics for new joiners, including workspace setup, IT/asset allocation, welcome kits, and access coordination.
- Manage exit logistics, including asset recovery, access deactivation, and clearance documentation.

Coordination &
- Communication

- Act as a liaison between directors, employees, and external stakeholders.
- Schedule meetings, manage calendars, and support executive communication as needed.
- Handle sensitive information with discretion and maintain confidentiality at all times.

Required Qualifications &
- Skills

- Graduate in any discipline; additional certifications in office administration are a plus.
- Minimum 2 years of experience in office administration, executive assistance, facilities, or operations support.
- Strong communication skills in English and Hindi; knowledge of Marathi is preferred.
- Proficient in MS Office (Word, Excel, PowerPoint) and email/communication tools.
- Excellent organizational, multitasking, and time-management skills with a high attention to detail.
- Ability to work independently, manage multiple priorities, and remain calm under pressure.
- Professional demeanor, strong interpersonal skills, and a service-oriented mindset.
- High integrity and ability to maintain confidentiality.

What We Offer

- Competitive salary: INR 2,00,000 – INR 4,00,000 per annum (based on experience and skills).
- Opportunity to work directly with senior leadership and contribute to a well-managed, growing organization.
- A collaborative, professional, and inclusive work environment in Mumbai.

📌 Executive Assistant – Office Operations (Mumbai)
🏢 Leapswitch Networks
📍 Mumbai