EA & Operations Manager

Job Title: Executive Assistant cum Office AdministratorLocation: Noida 44Department: Administration / Management OfficeReports To: Principal ArchitectCompany: Aparna Kaushik DesignGroupAbout the Company:Aparna Kaushik Design Group, led by architect and Founding Principal Aparna Kaushik, merges European classicism with modernist tropical architecture. Specializing in luxury estates and residences, the firm offerscomprehensive design services spanning architecture, interiors, furniture, lighting, and product design. For more information about our firm and the workwe do,kindly visit our website at https://aparnakaushik.com/ or check out our Instagram handle at https://www.instagram.com/aparnakaushikofficial/Position Overview:We are looking for a proactive and detail-oriented Executive Assistant cum Office Administrator with proven experience in the construction, architecture, or interiordesign industry. This position combines executive assistance, office administration, contracts management, and CRM operations, requiring a highly organized professional who can managemultiple priorities efficiently.The ideal candidate will provide comprehensive support to senior management, coordinate across project and finance teams, maintain client and consultantrelationships, handle contracts and documentation, and ensure smooth day-to-day operations of the office.Key Responsibilities:Executive AssistanceManage top management's calendars, meetings, and appointments efficiently.Coordinate internal and external meetings, prepare agendas, and follow up on action items.Handle confidential communication, reports, and documentation.Assist in preparing presentations and business correspondences.Office AdministrationOversee daily administrative operations and ensure smooth workflow across departments.Manage vendor relationships, office procurement, and maintenance requirements.Maintain systematic filing systems for all documentation and correspondence.Contracts Management s Legal CoordinationMaintain and track all client, vendor, and consultant contracts.Coordinate with the legal team for contract drafting, vetting, renewals, and compliance.Ensure timely renewal of agreements and maintain an accurate contract database.Support management with summaries and reports of key contractual obligations.CRM s Client Relationship ManagementUpdate and manage the client database using CRM tools.Coordinate client communications, ensure timely follow-ups, and support the invoicing process.Follow up on client payments and coordinate with the finance team for reconciliation.Generate CRM-based reports and client insights for management.Project s Consultant CoordinationLiaise with the project management team to track deliverables, milestones, and billing schedules.Coordinate with consultants (MEP, structural, design, etc.) for documentation and approvals.Assist in preparing project-related reports, invoices, and summaries.Data s ReportingPrepare and maintain reports, trackers, and MIS using Advanced Excel (Pivot Tables, VLOOKUP, etc.).Analyze data for operational, financial, and project reporting.Required Qualifications s Skills:Bachelor's degree in Business Administration, Management, or a related discipline.Min 15 years of experience as an Executive Assistant / Office Administrator in aconstruction, architecture, or interior design firm (mandatory).Experience in contracts handling, CRM operations, and client/vendor coordination.Advanced proficiency in MS Office, particularly Excel and PowerPoint.Strong communication, coordination, and time management skills.Ability to maintain confidentiality, accuracy, and professionalism at all times.Excellent organizational and multitasking abilities with a proactive approach.