EA & Admin Executive

Adept Global; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Adept Global is seeking a highly organized professional to work closely with the Founder and independently manage responsibilities across Executive Assistance, Administration, HR, and Office Operations. The role requires proactive coordination with internal teams, clients and vendors to ensure smooth daily operations.

The ideal candidate will have substantial experience supporting founders or senior management, strong MS Office and Google Workspace skills, and the ability to manage multiple

Qualifications

• 7–15 years of experience across executive assistance, administration, HR coordination or similar multi-functional roles.
• Experience working directly with founders, promoters, CXOs or senior management.
• Strong hands-on experience in executive support, office administration, vendor coordination and HR operations.
• Excellent communication, organisation, multitasking, follow-up and stakeholder management.

Responsibilities

• Manage Founder’s calendar, meetings, travel, correspondence and day-to-day needs.
• Prepare presentations, reports, MIS, meeting notes, and confidential documents.
• Coordinate with internal teams, clients, vendors, consultants and external stakeholders.
• Oversee day-to-day office administration, facilities, procurement, travel bookings and documentation.
• Support recruitment, onboarding and employee documentation; manage attendance and leave records.
• Maintain MIS, trackers and reports; follow up on pending tasks and ensure timely closure.

Skills

Executive support

Office administration

HR coordination

Vendor coordination

Calendar management

Stakeholder management

MS Office

Google Workspace

Tools

MS Office

Google Workspace

Job description

We are a fast-growing, family-run premium perfume and fragrance brand focused on quality, creativity, and customer experience. We are looking for a highly organized, proactive, and dependable professional to work closely with the Founder and independently manage responsibilities across Executive Assistance, Administration, HR, and Office Operations.

Key Responsibilities:

Executive Assistance

• Manage the Founder’s calendar, meetings, appointments, travel, correspondence, and day-to-day requirements.
• Prepare presentations, reports, MIS, meeting notes, and maintain confidential business documents.
• Coordinate with internal teams, clients, vendors, consultants, and external stakeholders.
• Track action items, follow up on deliverables, and support the Founder on business-related projects and research.

Administration & Office Operations

• Oversee day-to-day office administration, facilities, supplies, maintenance, logistics, and workplace requirements.
• Manage vendors, service providers, procurement, courier services, travel bookings, and administrative documentation.
• Coordinate meetings, events, exhibitions, and other operational activities.
• Ensure the smooth and efficient functioning of the office and proactively address administrative requirements.

HR & Employee Coordination

• Support recruitment, interview coordination, candidate communication, onboarding, and employee documentation.
• Maintain employee records, attendance, leave, and payroll inputs.
• Coordinate employee lifecycle activities, internal communication, engagement initiatives, and routine HR requirements.
• Act as a point of contact for employees on routine HR and administrative matters.

Coordination & Reporting

• Act as a central point of coordination between the Founder, employees, vendors, and external stakeholders.
• Maintain MIS, trackers, reports, and important administrative/HR records.
• Independently follow up on pending tasks and ensure timely closure of responsibilities.

Desired Profile

• 7–15 years of experience across Executive Assistance, Administration, HR coordination, or similar multi-functional roles.
• Experience working directly with Founders, Promoters, CXOs, or Senior Management.
• Strong hands-on experience in executive support, office administration, vendor coordination, and HR operations.
• Excellent communication, organisation, multitasking, follow-up, and stakeholder management skills.
• High level of maturity, discretion, confidentiality, and professionalism.
• Proactive, resourceful, detail-oriented, and comfortable managing multiple functions independently.
• Proficient in MS Office (Excel, Word, PowerPoint) and Google Workspace.
• Experience in family-owned businesses, consumer brands, luxury, retail, FMCG, fashion, lifestyle, cosmetics, beauty, or fragrance will be an advantage.

Ideal Candidate

A versatile professional who can effectively function as the Founder’s Executive Assistant while independently managing HR coordination and overall office administration—essentially bringing the capabilities of three functions into one high-ownership role.

Preferred Experience

Experience in family-owned businesses / consumer brands /luxury products / retail, FMCG / fashion / lifestyle / cosmetics / beauty / or fragrance companies will be an added advantage.