Executive Assistant

JOB DESCRIPTION (Executive Assistant to the Director)

Job Responsibility

·        Provide administrative support to the Director to ensure the smooth functioning of day-to-day affairs, and most effective use of her / his time.

·        Handle sensitive and complex issues in a professional and objective manner.

·        Communicate with the diverse teams within the Institute and ensure flawless flow of information from Director’s office to all functions.

·        Help in creating and setting systems in place, Manage and set up meeting calendars.

·        Help in building a desirable culture of the Institute under guidance from management.

·        Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate.

·        Maintain records of Director’s contacts.

·        Screen calls, enquiries and requests, and deal with them when appropriate.

·        Produce documents, briefing papers, reports, and presentations for the Director.

·        Act as the point of contact among Key managers, clients, and other external partners.

·        Format information for internal and external communication for emails, presentations, and reports.

·        Maintaining a high level of confidentiality and professionalism in all aspects of the role.

·        On behalf of the Director, Build and maintain positive relationships with internal and external stakeholders, including clients and senior levels professionals.

·        Take minutes during meeting.

Job Requirement

·      Work experience as an Executive Assistant or similar role.

·      Excellent MS Office knowledge.

·      Outstanding organizational and time management skills.

·      Familiarity with office gadgets and applications (e.g. e-calendars, MS Team, Zoom etc.).

·      Excellent verbal and written communications skills and confidentiality.

We are looking for a responsible and organized Office Executive to handle day-to-day office activities and administrative tasks. The candidate will be responsible for maintaining office records, coordinating with employees and clients, handling documentation, and ensuring smooth office operations.

Key Responsibilities:

• Manage day-to-day office administrative activities.
• Maintain files, records, documents, and office data.
• Handle emails, calls, and general office correspondence.
• Coordinate with clients, employees, vendors, and other departments.
• Prepare reports, documents, and basic Excel sheets.
• Maintain attendance and other office-related records.
• Handle printing, scanning, filing, and documentation work.
• Support management and other departments with administrative tasks.
• Ensure smooth functioning of daily office operations.

Required Skills:

• Good communication skills.
• Basic knowledge of MS Office (Word, Excel, Outlook).
• Good organizational and time-management skills.
• Ability to handle multiple tasks.
• Basic computer knowledge.
• Marathi/Hindi/English communication skills will be an advantage.

Qualification:

• Minimum 12th Pass / Graduate.
• Freshers can apply.
• Previous office/admin experience will be an advantage.

Job Type:

Full Time | On-site

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.

Admin Executive

Location: A&D Plant, Mahindra world city Ajmer road , Bagrur area

Industry: Export – Furniture, Home Décor, Lifestyle Products, Stone & Building Material, Hospitality industry.

Reporting To: Director

Company Name

A&D International (Part of Art Asia)

Company details

Driven by the spirit of two young engineers, Artasia came into being in 1996 in the compounds of a small 5000 sq ft unit with the vision of creating contemporary products rooted in the tradition of Indian crafts and methods of construction, they set out on an exploratory journey to figure out what was expected in the international markets.

Initially, it began as handicraft exports, but was soon transformed into a furniture export unit. Eventually, the myriad world of textiles was hard to resist and to create a holistic product range, we found ourselves exporting home textiles and furnishings as well as upholstered furniture.

At artasia, we believe how you make something is as important as what you make. We take great pride in having been the industry pioneers in various processes of manufacturing, polishing and packaging. 

Location - Mahindra world city, Ajmer road

Mode of Working - Work from the office

Days of Working - 6 days

Responsibilities

Role Overview

We are seeking a proactive and detail-oriented Admin Executive to oversee end-to-end administrative operations, vendor coordination, and facility management. The role is critical in ensuring smooth day-to-day office functioning, maintaining workplace standards, and managing vendor relationships efficiently.

Key Responsibilities

Vendor Management

• Identify, onboard, and manage vendors for office supplies, housekeeping, security, and facility services
• Negotiate contracts, pricing, and service-level agreements (SLAs)
• Track vendor performance and ensure adherence to agreed service standards
• Process vendor invoices, maintain records, and coordinate with finance for timely payments
• Conduct periodic vendor evaluations and audits

Administration & Office Management

• Oversee daily administrative operations to ensure smooth office functioning
• Manage procurement and inventory of office supplies and assets
• Maintain administrative records, documentation, and compliance trackers
• Support internal teams with logistical and administrative requirements
• Coordinate travel, accommodation, and event arrangements as needed

Facilities Management

• Ensure optimal functioning of office infrastructure, utilities, and equipment
• Coordinate with internal teams and external service providers for repairs and maintenance
• Monitor facility-related budgets and cost optimization initiatives
• Ensure workplace safety, compliance, and adherence to company policies
• Manage office space utilization and seating arrangements

Housekeeping & Workplace Hygiene

• Supervise housekeeping staff and ensure cleanliness standards are consistently maintained
• Schedule and monitor cleaning activities across office premises
• Ensure hygiene compliance in common areas such as pantry, restrooms, and meeting rooms
• Conduct routine inspections and maintain quality standards

Interview process - Virtual and Face-to-Face

Skills:

Required Qualifications & Skills

• Bachelor’s degree in any discipline
• 2–5 years of experience in administration, facilities, or vendor management
• Strong vendor negotiation and stakeholder management skills
• Good understanding of facility operations and office administration processes
• Proficiency in MS Office (Excel, Word, Outlook)
• Strong organizational and multitasking abilities
• Attention to detail with a problem-solving mindset

Why Join Us?

• Work with leading furniture export industry
• Work will consistently growing company
• Work with Leaders of 25 years+ experience
• Amazing work Life Culture with Growth opportunities