Executive Assistant & Administration

Location: Lucknow / Gurgaon

Employment Type: Full-time

Reporting To: Senior Management

About the Role

We are looking for a highly organised, dependable and proactive Executive Assistant & Administration professional to work closely with the senior management team and support the smooth functioning of the organisation.

The role will combine executive assistance, coordination, documentation, HR support and general company administration. The person will be expected to manage day-to-day administrative requirements, maintain schedules and calendars, coordinate meetings and follow-ups, support documentation and records, and ensure that important tasks and processes are completed in a timely and organised manner.

This is a hands-on role suited to someone who is comfortable working directly with senior management, can manage multiple priorities, maintains confidentiality and takes ownership of getting things done.

Key Responsibilities1. Executive Assistance & Senior Management Support

- Manage and maintain calendars, schedules, meetings and appointments for senior management.
- Coordinate internal and external meetings, including scheduling, invitations, agendas and follow-ups.
- Track important commitments, action points and deadlines and ensure timely follow-up.
- Assist senior management with day-to-day coordination and administrative requirements.
- Prepare and organise meeting notes, presentations, documents and other materials as required.
- Coordinate travel, accommodation and related arrangements when required.
- Handle routine correspondence and coordination on behalf of senior management.
- Maintain confidentiality of sensitive business, employee and management information.

1. Documentation & Coordination

- Prepare, organise, process and maintain company documents, records and correspondence.
- Coordinate execution and completion of agreements, forms, applications and other documentation.
- Maintain structured digital and physical filing systems.
- Ensure documents are properly named, filed, updated and easily retrievable.
- Coordinate with external consultants, vendors, clients, partners and other stakeholders for documentation and administrative requirements.
- Maintain trackers for important documents,



submissions, renewals, approvals and pending actions.

1. HR & Employee Administration Support

- Support routine HR and employee administration activities.
- Assist with onboarding and joining formalities for new employees.
- Maintain employee records and HR documentation.
- Coordinate leave, attendance and other employee-related administrative processes.
- Support recruitment coordination, including scheduling interviews and maintaining candidate information.
- Assist with preparation and circulation of HR letters, documents and internal communications.
- Coordinate with payroll/accounting or external HR support providers as required.
- Help ensure that routine HR processes and documentation are completed on time.

1. Company Administration

- Support the day-to-day administrative functioning of the company.
- Coordinate with office vendors, service providers and other external agencies.
- Assist with procurement of office supplies, equipment and other administrative requirements.
- Maintain records relating to vendors, contracts, subscriptions and company services.
- Support company registrations, renewals, filings and other administrative requirements as needed.
- Coordinate logistics for meetings, events and company activities.
- Assist senior management with ad-hoc administrative and operational requirements.

1. Follow-up & Task Management

- Maintain action trackers and follow up with relevant team members on pending tasks.
- Ensure important deadlines, renewals, submissions and commitments are not missed.
- Coordinate across different functions to close routine administrative and operational requirements.
- Proactively identify pending issues and bring them to the attention of senior management.
- Take ownership of assigned tasks from initiation through completion.

Desired Candidate Profile We are looking for someone who is:
- Highly organised,



detail-oriented and dependable.
- Comfortable working closely with senior management.
- Proactive and capable of independently following up on tasks.
- Good at managing multiple priorities and deadlines.
- Robust in written and verbal communication.
- Comfortable preparing and handling professional documents.
- Discreet and trustworthy when dealing with confidential information.
- Comfortable coordinating with employees, vendors, clients and external stakeholders.
- Proficient in MS Office / Google Workspace, particularly Word/Docs, Excel/Sheets, PowerPoint/Slides and Calendar.
- Willing to take ownership of both routine and ad-hoc responsibilities.
- Comfortable working in a dynamic and growing organisation where the role may evolve over time.

Experience & Qualifications
- Graduate degree in any discipline.
- 2–5 years of relevant experience in Executive Assistance, Administration, Office Management, HR Administration, Operations Coordination or a similar role.
- Prior experience supporting founders, senior executives, leadership teams or senior management would be an advantage.
- Experience in a professional services, consulting, financial services, development-sector or similar organisation would be preferred.

Location & Flexibility The position can be based out of Lucknow or Gurgaon. Flexibility to work from either location would be strongly preferred, particularly for a candidate who may need to travel or work periodically from the other location depending on senior-management requirements.

Occasional travel between locations may be required.

What We Are Looking For

Beyond experience and qualifications, the ideal candidate should be someone who can become a trusted extension of the senior management team—someone who keeps track of details, anticipates requirements, follows through on commitments and ensures that things get done without requiring constant supervision.

The role offers an opportunity to work closely with senior management and gain broad exposure to business administration, people management, operations and organisational processes in a growing organisation.

Pay: ₹20,000.00 - ₹40,000.00 per month

Work Location: In person

📌 Executive Assistant & Administration (Lucknow)
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