Executive Administrative Assistant

3 days ago

Mumbai, Maharashtra, India Digitactix Full time ₹ 4,00,000 - ₹ 8,00,000 per year

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)
  • 2–5 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

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