Executive Administrative Assistant

Job Description Role Overview: The Admin & Executive Assistant will play a pivotal role in ensuring smooth administrative operations and executive coordination across the agency. This individual will support leadership with day-to-day management, assist in HR and hiring processes, oversee lead tracking and follow-ups, and ensure internal and external communication runs seamlessly. The ideal candidate will be proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced digital agency environment. Key Responsibilities: 1. Executive Assistance - Manage calendars, coordinate internal and external meetings, and handle scheduling for the leadership team. - Prepare meeting agendas, minutes, follow-up actions, and ensure timely execution. - Draft and manage professional communication, emails, and documents on behalf of leadership. - Support in the preparation of proposals, client decks, and performance reports. 2. Administrative & Office Management - Oversee day-to-day office operations including vendor management, maintenance, and procurement. - Maintain records of contracts, invoices, and agency documentation. - Track office expenses, reimbursements, and ensure operational compliance. - Coordinate agency events, celebrations, and client visits. 3. HR Support & Employee Lifecycle - Assist in end-to-end hiring coordination , posting job openings, scheduling interviews, following up with candidates, and maintaining hiring trackers. - Support the onboarding process : documentation, induction, IT setup, and coordination with respective departments. - Handle exit formalities :clearance, documentation, and feedback process. - Maintain updated employee records and assist HR with attendance and leave tracking. 4. Lead Management & Prospect Coordination - Maintain and update the company's lead tracker/CRM to monitor new business leads and opportunities. - Coordinate with business and sales teams to track lead status, follow-ups, and closures. - Schedule meetings and presentations with prospects and assist in follow-up communication. - Generate and share periodic reports on lead performance and conversion progress with management. 5. Communication & Coordination - Act as a bridge between leadership and internal teams to ensure clarity and timely updates. - Liaise with vendors, clients, and partners to manage communication flow and scheduling. - Ensure inter-departmental coordination for smooth campaign planning, delivery, and reporting. 6. Documentation & Reporting - Maintain records of operational data, performance metrics, and client contracts. - Assist in preparing monthly reports, MIS summaries, and follow-up dashboards. - Support leadership in audit readiness and compliance documentation. Key Skills & Attributes - Excellent communication (verbal & written) and interpersonal skills. - Highly organised, multitasking, and detail-oriented. - Hands-on with Google Workspace / MS Office / task management tools (Zoho) - Professional conduct with confidentiality and discretion. - Ability to work independently and proactively in a dynamic environment. Qualification & Experience - Bachelor's degree in Business Administration, Marketing, HR, or related field. (preferred) - 25 years of experience as an Administrative or Executive Assistant; exposure to digital/creative agencies preferred. What Success Looks Like - Smooth functioning of leadership schedules and meetings. - Streamlined lead tracking and improved follow-up system. - Efficient onboarding and exit formalities for employees. - Organised operations and communication across all departments If you fit the bill APPLY NOW - Work from Office - Andheri East, Mumbai