Job SummaryWe are looking for a proactive, organised and detail-oriented Executive Assistant to provide administrative and operational support to DIrector. Mr. Pradeep Gupta. The candidate will be responsible for calendar management, vendor coordination, employee coordination, Annual Maintenance Contract (AMC) management and travel bookings. The role requires excellent communication, coordination, time management and multitasking abilities to ensure smooth day-to-day operations.

Key Responsibilities1. Calendar & Schedule Management

- Manage and maintain management's daily calendar and schedules.
- Schedule meetings, appointments and official engagements.
- Send meeting reminders and coordinate with concerned persons.
- Ensure proper scheduling and timely follow-ups.

2. Vendor Management

- Coordinate with vendors and service providers.
- Handle vendor communication, quotations and follow-ups.
- Monitor service quality and ensure timely completion of assigned work.
- Maintain vendor records and contact details.

3. Employee Coordination

- Coordinate with different departments for daily operational requirements.
- Communicate instructions, updates and important information.
- Follow up on assigned tasks and pending activities.
- Assist management in interdepartmental coordination.

4. AMC Management

- Maintain records of all Annual Maintenance Contracts (AMCs).
- Track AMC expiry dates, renewal schedules and service visits.
- Coordinate with service providers for maintenance and repairs.




- Ensure timely renewals and maintain AMC-related documentation.

5. Travel & Booking Management

- Arrange travel bookings, including flight, train and hotel reservations.
- Coordinate local transportation and travel arrangements.
- Manage travel itineraries and booking confirmations.
- Ensure smooth travel arrangements for management and official visits.

6. General Administrative Support

- Handle confidential documents and management-related information.
- Prepare reports, maintain records and manage documentation.
- Assist management with administrative and operational assignments.
- Ensure timely follow-ups and completion of assigned responsibilities.
- Required Skills & QualificationsGraduate in any stream (BBA / B.Com preferred).
- 2–5 years of experience as an Executive Assistant, Personal Assistant or Administration Executive.
- Excellent communication and coordination skills.
- Good knowledge of MS Excel, Word and Outlook.
- Strong organisational and time management skills.
- Ability to manage multiple tasks and priorities.
- Qualified attitude and ability to maintain confidentiality.
- Experience in vendor management and administrative coordination will be preferred.
- Salary & Working ConditionsSalary: Up to ₹40,000 per month, depending on experience and interview performance.
- Shift Timing: 8:00 AM to 6:00 PM.
- Working Days: Monday to Sunday.
- Weekly Off: One weekday off (Sunday will be a working day).

📌 Secretary / Executive Assistant (Mumbai)
🏢 Seva Vivek Foundation
📍 Mumbai