Job Description

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; qualified fluency in Hindi/Marathi is preferred for vendor and site coordination.

- Technical Skills: Advanced proficiency in Microsoft Office Suite (Word, Excel, Power Point) 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.

RequirementsExperience Required:



3 to 6 years
BenefitsSalary: ₹6,00,000 – ₹7,00,000 per annum (CTC)
Requirements
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.

📌 Executive Assistant to CEO (with Administrative Oversight) (India)
🏢 Suncorp Solutions
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