Executive Assistant

The Peoplemosaic Hr Services; Mumbai; On-site; INR 600,000 - 900,000; Full time

Job summary

The Peoplemosaic Hr Services is seeking an Executive Assistant to support the Director in a fully office-based environment in Jogeshwari West, Mumbai. You will manage calendars, prepare documents, coordinate with internal departments, and ensure smooth office operations.

The role requires 1–3 years of relevant experience, strong communication, and proficiency in MS Office and Google Workspace. Working hours are 10:00 am to 7:00 pm, six days a week, with an emphasis on confidentiality and

Qualifications

• 1–3 years of experience as an Executive/Personal/Office Assistant preferred.
• Basic computer literacy including MS Office and email communication.
• Excellent verbal and written communication; able to maintain confidentiality.
• Strong organizational, documentation, and multitasking abilities.

Responsibilities

• Manage the Director's calendar, appointments, and meeting schedules.
• Handle incoming calls, emails, and official correspondence.
• Prepare letters, reports, presentations, and other business documents.
• Maintain and organize office files, contracts, and confidential records.
• Coordinate meetings, prepare agendas, and record meeting minutes.
• Follow up with internal departments on pending tasks and updates.
• Assist in preparing quotations, invoices, and purchase orders.
• Coordinate with clients, vendors, consultants, and suppliers on office matters.
• Track document approvals and maintain proper records.
• Arrange travel, accommodation, and meeting logistics.

Skills

Communication skills

Organization

Time management

Confidentiality

Coordination

Attention to detail

Education

Any Graduate

Office Administration certification

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Google Workspace

Job description

Job Title: Executive Assistant to Director (Office-Based)

Job Summary

We are seeking a highly organized and professional Executive Assistant to provide administrative and coordination support to the Director. This role is entirely office-based and focuses on managing schedules, documentation, communication, and coordination with internal departments to ensure efficient business operations.

Key Responsibilities

• Manage the Director's calendar, appointments, and meeting schedules.


• Handle incoming calls, emails, and official correspondence.


• Prepare letters, reports, presentations, and other business documents.


• Maintain and organize office files, contracts, and confidential records.


• Coordinate meetings, prepare agendas, and record meeting minutes.


• Follow up with internal departments on pending tasks and updates.


• Assist in preparing quotations, invoices, purchase orders, and project-related documentation.


• Coordinate with clients, vendors, consultants, and suppliers regarding office matters.


• Track document approvals and maintain proper records.


• Arrange travel, accommodation, and meeting logistics when required.


• Ensure smooth day-to-day office administration.


• Perform other administrative duties assigned by the Director.


• Required Skills


• Excellent verbal and written communication skills.


• Strong organizational and time-management abilities.


• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.


• Ability to maintain confidentiality and handle sensitive information.


• Good coordination, follow-up, and multitasking skills.


• Attention to detail and accuracy in documentation.

Qualifications

• Minimum qualification: Any Graduate .


• Diploma or certification in Office Administration, Computer Applications, or a related field will be an added advantage.


• 1-3 years of experience as an Executive Assistant, Personal Assistant, Office Assistant, or Administrative Executive is preferred.


• Basic computer knowledge, including MS Office (Word, Excel, Outlook) and email communication, is required.


• Good communication, organizational, and documentation skills.


• Working Conditions


• Office-based role.


• Standard working hours as per company policy.


• No regular site visits required.

• Department: Administration


• Reports To: Director / Managing Director


• Employment Type: Full-time

Job Specifications:

Experience - 1 to 3 years

Work timings - 10:00 am - 7:00 pm

6 days working Mon to Sat

Location - Jogeshwari West