Executive Administrative Assistant

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