Admin Executive

 Role : Executive Assistant

Location : Pune - Hadapsar

Experience : 0 to 4 years ( Fresher with good communication can apply)

Job Role & Responsibilities :

•      Planning, scheduling & coordinating appointments & meetings, providing reminders, maintaining & updating diary of daily commitments & weekly calendar on a proactive basis.

•      Interacting with & rendering assistance to select HNI & VIP customers, coordinating certain critical Outdoor Catering & Party Orders, VIP reservations, etc.

•      Receiving calls, taking messages, screening & prioritizing calls & mails.

•      Taking down dictations & appropriately drafting data points & correspondences, proactively responding to queries received through calls/mails based on feedback & preferences conveyed by the Managing Director.

•      Preparing, editing & compiling agendas, minutes, correspondences & presentations.

•      Organizing & maintaining files, documents as well as other office records, both offline & online, preserving & safeguarding confidential data & documents in an efficient manner.

•      Making travel arrangements (ticketing, hotel reservations, etc.) on behalf of the Managing Director & other senior executives, coordinating with outstation visitors & proactively looking after their boarding & lodging arrangements, based on preferences conveyed by the Managing Director.

•      Undertaking primary as well as secondary research & accordingly, developing briefs, reports & presentations as per pre-determined timelines.

•      Proactively observing & recording various discussions/conversations undertaken by the Managing Director from time to time & accordingly, framing action plans.

•      Managing communication pertaining to projects, new launches as well as other such expansion & diversification undertakings that directly come under the purview of the Managing Director.

•      Imparting induction & training to select employees hired for functions that are directly or indirectly associated to those of the Managing Director’s office.

•      Coordinating with outstations suppliers & vendors (China, Italy, etc.) quotations, purchase orders, purchase/ delivery payments. 

•      Responding to various inquiries - internal as well as external, acting as a point of contact between the Managing Director & other employees, tracking the work plan allocated to certain employees by the Managing Director & monitoring timelines with regard to the same.

•      Organizing & maintaining files, documents as well as other office records, both offline & online, preserving & safeguarding confidential data & documents in an efficient manner.

•      Negotiating with various suppliers, vendors & contractors, receiving competitive quotations, making comparisons, making purchases of materials & supplies based on feedback received from the Managing Director.

•      Spearheading all coordination pertaining to maintenance, upkeep & repair of corporate as well as outlet & store infrastructure (on a case to case basis), as per directions & preferences issued by the Managing Director from time to time.

•      Undertaking primary as well as secondary research & accordingly, developing briefs, reports & presentations as per pre-determined timelines.

•      Proactively observing & recording various discussions/conversations undertaken by the Managing Director from time to time & accordingly, framing action plans.

•      EA has to work for 09 hours in a day according to the assigned shift.

•      C/off will be availed in case EA has worked on his/her week off for the said week. It should avail within thirty days and it should not be clubbed with weekly off.

•      EA will get only one weekly off once in a week, it may be any one day in a week (Monday to Sunday).

•      Management has reserved all the rights to take decision time to time if required.

Manage the executive’s calendar, appointments, meetings, and schedules.

Coordinate internal and external meetings and maintain meeting calendars.

Prepare presentations, reports, documents, and MIS as required.

Handle emails, correspondence, and follow-ups on behalf of management.

Coordinate with internal departments, clients, vendors, and external stakeholders.

Maintain confidential documents and business information.

Arrange travel, accommodation, and other logistics when required.

Prepare meeting agendas, minutes, and track action items.

Follow up with teams to ensure timely completion of assigned tasks.

Maintain records, files, and important documents.

Support management in day-to-day administrative and operational activities.

Handle multiple priorities and ensure deadlines are met.

Job Description – Executive Assistant

Position: Executive Assistant to Managing Director

Experience: 3–6 Years

Location: Ghansoli, Navi Mumbai

Employment Type: Full-Time

Reporting To: Managing Director

Job Summary

We are looking for a highly organized, proactive, and professional Executive Assistant to support the Managing Director in managing day-to-day schedules, meetings, communication, coordination, and administrative requirements.

The ideal candidate must have 4–5 years of experience as an Executive Assistant, Personal Assistant, or similar role, along with excellent verbal and written communication skills, strong organizational abilities, and a professional personality.

Key Responsibilities

• Manage the Managing Director’s day-to-day calendar, appointments, meetings, and schedules.
• Coordinate and schedule internal and external meetings, calls, and appointments.
• Act as the key point of contact between the MD and internal/external stakeholders.
• Manage and prioritize the MD’s daily agenda and ensure timely follow-ups.
• Handle emails, calls, correspondence, and communication on behalf of the MD when required.
• Coordinate with clients, vendors, business partners, senior management, and other stakeholders.
• Arrange travel, accommodation, transportation, and other travel-related requirements.
• Prepare meeting agendas, presentations, reports, minutes of meetings, and other documents.
• Follow up with various departments on tasks and action items assigned by the MD.
• Ensure timely completion of important tasks and provide regular updates to the MD.
• Maintain and organize confidential documents, records, and correspondence.
• Assist the MD with both professional and personal administrative requirements as needed.
• Maintain complete confidentiality regarding sensitive business and personal information.
• Anticipate the MD’s requirements and proactively manage schedules and priorities.
• Handle multiple tasks and priorities efficiently in a fast-paced environment.
• Perform any other responsibilities assigned by the Managing Director.

Required Skills & Competencies

• Excellent verbal and written communication skills.
• Strong English communication and professional email-writing skills.
• Excellent interpersonal and relationship-management skills.
• Strong calendar, appointment, and schedule management skills.
• Excellent coordination and follow-up abilities.
• Strong organizational and time-management skills.
• Ability to multitask and manage competing priorities.
• High level of professionalism, discretion, and confidentiality.
• Strong attention to detail and problem-solving skills.
• Proficiency in MS Office – Word, Excel, PowerPoint, Outlook/Google Workspace.
• Ability to communicate confidently with senior management, clients, and external stakeholders.

Eligibility

• Graduate in any discipline.
• 3–6years of relevant experience as an Executive Assistant / Personal Assistant / Management Assistant.
• Prior experience supporting a Managing Director, CEO, Founder, or Senior Executive will be preferred.
• Candidates must have excellent communication skills and a professional demeanor.
• Candidates should be comfortable handling both professional and personal administrative responsibilities of the MD.

Ideal Candidate

The ideal candidate should be well-spoken, confident, presentable, mature, highly organized, proactive, and dependable. They should possess excellent communication and interpersonal skills and be capable of representing the Managing Director professionally while maintaining complete confidentiality.

• Manage the Founder’s calendar, meetings, appointments, and follow-ups.
• Coordinate with internal teams, clients, and external stakeholders.
• Handle emails, calls, correspondence, and important communications.
• Prepare reports, presentations, meeting notes, and business documents.
• Track assigned tasks and ensure timely follow-up and completion.
• Conduct basic research and provide required information to the Founder.
• Assist with meetings, travel arrangements, and official activities.
• Maintain strict confidentiality of business and management information.
• Support the Founder with day-to-day coordination and other professional requirements as assigned.

Name of the Position: Office Assistant

• Assist staff with basic office tasks.
• Photocopy, scan, and file documents when required.
• Deliver documents to clients.
• Basic knowledge of Word and Excel.
• Enter data into Excel and Word files.
• Coordinate efficiently with admin and HR teams for daily operational support .
• Prepare Attendance records in the Register.
• Update Computers and laptop stock details in computer.
• Perform other basic tasks assigned by management.
• Maintain office stationery, cleaning equipment stock.
• Visit banks, post offices, or courier offices when required
• Refill drinking water bottles for the Director.
• Prepare and serve tea, coffee, and water for Management and visitors.
• Maintain cleanliness of the pantry area.
• He/She needs to supervise the cleaning staff to clean the office. (Desks, Pantry, Washroom).
• Dust all computers and laptops.
• Ensure cleanliness and maintenance of office premises at all times .
• Accuracy and timeliness in document delivery and administrative assistance .
• Properly handle office assets and equipment .
• Minimal complaints regarding hygiene, punctuality, or service quality .

Qualifications: Minimum HSC

Experience: 1+ yr

Location: Chembur West

Salary: 12000 - 15000/-

Job Purpose

To provide high-level administrative, organizational, and business support to the Managing Director, ensuring effective management of schedules, meetings, communication, travel, documentation, and confidential information.

Key Responsibilities

Manage the MD’s calendar, appointments, meetings, and daily schedule.

Coordinate internal and external meetings and ensure timely follow-ups.

Prepare meeting agendas, presentations, reports, MIS, minutes, and other business documents.

Handle emails, correspondence, calls, and communications on behalf of the MD.

Coordinate domestic and international travel arrangements, accommodation, itineraries, and logistics.

Act as a key point of contact between the MD and internal teams, clients, vendors, and other stakeholders.

Follow up with departments on tasks, decisions, and action items assigned by the MD.

Maintain confidential records, documents, and business information.

Assist the MD in preparing presentations and reviewing business data and reports.

Organize business meetings, conferences, events, and client interactions.

Maintain a systematic record of important documents, contacts, and commitments.

Support the MD in day-to-day administrative and business coordination.

Handle sensitive and confidential matters with discretion and professionalism.

Job Summary:

Admin and Front Office Executive to be the first point of contact for our organization. The ideal candidate will have excellent communication and organizational skills, ensure smooth front office operations while providing administrative support to various departments.

Key Responsibilities:

• Greeting and assist visitors in a courteous and professional manner.
• Answer direct incoming phone calls.
• Maintain visitor logs and ensure visitor access procedures are followed.
• Handle incoming and outgoing courier services, and deliveries.
• Coordinate with housekeeping, security, and facility teams for smooth office operations.
• Provide administrative support, including filing, document scanning, and record management.
• Recording daily cash expenses and maintaining vendor invoices.
• Management of Stationary, Housekeeping & Pantry inventory.
• Coordinate with internal departments to ensure smooth communication.
• Monitor office maintenance and ensure workplace safety and hygiene standards.
• Maintain confidentiality of company information and visitor records.
• Maintenance of company Assets & Inventory.
• Writing clear, formal, and professional emails for internal and external communication.
• Perform other administrative duties as assigned.
• Coordinating with HR team for employee engagement activities and implementation of office policies.

About Fibrocast

FIBROCAST is a leading FRP, GRP & GRC products and composite infrastructure solutions company, committed to delivering innovative, high-quality, and sustainable solutions.

We are looking for a responsible and organized HR & Administration Executive to manage HR operations, office administration, employee records, and day-to-day administrative activities.

Key Responsibilities

Human Resources (HR)

• Recruitment and selection
• Employee documentation and personnel record management
• Attendance and leave management
• Salary computation and payroll coordination
• HR policy and handbook implementation
• Statutory compliance coordination (PF, ESIC, PT, etc.)
• Maintaining and updating the employee database
• Preparing HR letters, including offer letters, appointment letters, relieving letters, experience letters, and Full & Final Settlement documentation

Administration

• Office supplies and inventory management
• Asset management (Laptop, Mobile, iPad, Keyboard, Mouse, etc.)
• Ticket booking, travel, and accommodation arrangements
• Housekeeping and security supervision
• AMC (Annual Maintenance Contract) coordination
• Courier and dispatch management
• Utility bill management
• Office maintenance and repair coordination
• ID card and access management
• Documentation and record keeping
• Petty cash management
• Weekly expense and 15-day expense tracking
• DA/TA (Daily Allowance/Travel Allowance) checking and verification

Eligibility & Skills

• Bachelor's degree in Human Resources, Business Administration, Commerce, or a related field.
• Knowledge of HR operations and office administration.
• Basic understanding of payroll, attendance, and statutory compliance.
• Good communication and organizational skills.
• Proficiency in MS Excel, MS Word, and other office tools.
• Ability to manage multiple tasks and maintain confidentiality.
• Prior experience in HR and administration will be an advantage.

What We Look For

• Responsibility & Ownership
• Ability to handle HR and administrative activities independently and efficiently.
• Attention to Detail
• Accuracy in employee records, salary calculations, expenses, and documentation.
• Coordination Skills
• Effective coordination with employees, management, vendors, and service providers.

HIRING: PERSONAL ASSISTANT | MUMBAI

I’m looking for a smart, organised and dependable Personal Assistant to help manage the day-to-day administrative needs of my family.

This is a hands-on role for someone who is proactive, resourceful, discreet and excellent at getting things done.

Key responsibilities:

• Managing personal and family-related administration
• Making travel arrangements — flights, hotels, visas, itineraries and related coordination
• Managing appointments, bookings and schedules
• Coordinating with vendors, service providers and household staff when required
• Handling documentation, payments, renewals and other routine administrative tasks
• Following up and ensuring things actually get done
• Helping with ad-hoc requirements that come up in the course of everyday life

Who I’m looking for:

Someone who is highly organised, comfortable with technology, communicates well, has strong attention to detail and can handle multiple things without needing constant supervision.

Prior experience as a Personal Assistant / Executive Assistant / Family Office Assistant would be preferred.

📍 Location: Mumbai

We’re currently looking for an executive assistant to be a supportive force who empowers our senior leadership. The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. The main responsibility will include providing support to the Founders. Given the dynamic nature of the executive landscape, we rely on executive assistants to be flexible and consistent while maintaining the confidentiality of high-level systems and operations.

Experience Required: 1+ years of experience Location: Bengaluru

Responsibilities

• Manage professional and personal scheduling for the Founder, including agendas, mail, email, client management, task management .
• Coordinate complex scheduling and calendar management, as well as content and flow of
• information to the founder.
• Reminding the Director of important tasks and deadlines and ensuring tasks are completed on time.
• Maintain the highest level of confidentiality and adherence to policies and procedures.
• Manage diaries by scheduling, prioritizing, and managing appointments, travel arrangements, and papers for meetings.
• Maintain effective communication and working relationships with key partners and stakeholders at an operational level; the organisation’s senior management team and key internal and external stakeholders.
• Provide support to other members of the Directorates as necessary.
• Maintain professionalism and strict confidentiality with all materials.
• Organize team communications, both internal and external.