Job Title: Admin cum Executive Assistant

Location: Thane

Reports To: Directors

Employment Type: Full-time

Role Summary

We are looking for a proactive and dependable Admin cum Executive Assistant to support senior management while running smooth day-to-day office operations. The role combines confidential executive support, such as calendar, travel and communication management, with core administrative and facilities responsibilities.

Key Responsibilities

Executive Assistance

- Manage the executive's calendar, schedule meetings and appointments, and proactively resolve conflicts.

- Screen and handle calls, emails and correspondence on behalf of management, escalating priority matters. Follow up with managers for updates.

- Arrange domestic and international travel, including tickets, accommodation, transport and itineraries.

- Prepare meeting agendas, take minutes, and track action items and follow-ups to closure.

- Maintain strict confidentiality of sensitive business and personal information.

Admin Responsibilities

- Oversee daily office operations to ensure a smooth and efficient work setting.

- Coordinate office supplies, inventory and equipment maintenance.

- Manage office vendors and service contracts, including renewals and payment follow-ups.

- Welcome visitors, housekeeping and security staff.

- Maintain and organise physical and electronic files so records are easily accessible.

- Handle confidential documents,



contracts and agreements with appropriate care and version control.

- Organise office events, board and client meetings, and other functions, including logistics and catering.

- Coordinate with internal teams and external guests to ensure meetings run on time.

- Ensure office facilities comply with health and safety regulations.

- Coordinate with building management for maintenance and repairs as needed.

- Process expense claims, reimbursements and travel bills for the executive and team.

- Perform other administrative or executive support duties as assigned by management.

Skills and Competencies

- Proven experience as an executive assistant, office administrator or similar role.

- Organisational, time-management and prioritisation skills; able to handle multiple tasks.

- Basic verbal and written communication skills.

- Basic in MS Office Suite (Word, Excel, PowerPoint) and email/calendar tools such as Zoho.

- High level of discretion, integrity and confidentiality.

- Strong attention to detail and problem-solving skills.

- Ability to work independently with minimal supervision as well as part of a team.

Qualification

- Any Bachelor's degree is preferred.

Experience

- 2–3 years of experience in an Executive Assistant, Office Administrative role. Prior experience supporting senior management is an advantage.

Pay: ₹30,000.00 - ₹32,000.00 per month

Work Location: In person

📌 Admin cum Executive Assistant (Thane)
🏢 VizPay
📍 Thane