Job Summary

We are looking for a highly organized, proactive, and people-oriented Executive Assistant (EA) & Office Administrator to manage day-to-day office administration, support management, coordinate vendors, assist with HR recruitment activities, and ensure smooth customer service and office operations.

The ideal candidate should have excellent communication and coordination skills, a professional attitude, strong attention to detail, and the ability to manage multiple responsibilities efficiently.

Key Responsibilities

1. Executive Assistance

- Provide administrative and operational support to senior management.
- Manage calendars, meetings, appointments, travel arrangements, and schedules.
- Coordinate internal and external meetings and follow up on action items.
- Handle confidential information with discretion.
- Manage day-to-day communication and coordination on behalf of management.

1. Office Administration

- Manage daily office operations and ensure a well-maintained, organized, and professional workplace.
- Handle office supplies, stationery, equipment, housekeeping, maintenance, and facility requirements.
- Maintain office records, documents, invoices, and administrative files.
- Coordinate courier, travel, transport, and other office-related services.
- Monitor administrative expenses and assist with expense tracking.
- Ensure compliance with company administrative policies and procedures.

1. Vendor Management

- Identify, evaluate, and coordinate with vendors and service providers.
- Obtain quotations, negotiate pricing,



and coordinate purchase/service requirements.
- Maintain vendor records, agreements, invoices, and payment follow-ups.
- Monitor vendor performance, service quality, and timelines.
- Build and maintain strong relationships with key vendors.
- Coordinate with vendors for office maintenance, housekeeping, IT, stationery, travel, and other operational requirements.

1. HR & Recruitment Support

- Coordinate recruitment activities, including job postings, candidate sourcing, screening, and interview scheduling.
- Maintain candidate records and recruitment trackers.
- Coordinate onboarding and documentation for new employees.
- Assist with employee records, attendance, leave, and other HR administration.
- Support employee engagement activities and general HR coordination.
- Maintain confidentiality of employee and candidate information.

1. Customer Service & Coordination

- Handle customer queries professionally and ensure timely resolution or escalation.
- Coordinate with internal teams to address customer requirements.
- Maintain a high standard of customer service and skilled communication.
- Welcome and assist visitors and clients at the office.

1. General Coordination

- Coordinate with internal departments to ensure smooth execution of administrative and operational activities.
- Track pending tasks and follow up with relevant stakeholders.
- Prepare regular administrative and operational reports.
- Assist management with ad-hoc projects and assignments.
- Ensure timely completion of assigned tasks and maintain high standards of accuracy.

📌 Executive Assistant cum Office Admin (Kolkata)
🏢 Nawalgaria Fashions Calcutta
📍 Kolkata