Executive Assistant Coordinator

Dreamspace India; Mumbai; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

Dreamspace Interiors, based in Mumbai, seeks an Executive Assistant to the Managing Director. The role blends executive support, digital marketing coordination, HR onboarding, and office/IT administration, working directly with the MD to ensure confidentiality and zero-miss follow-ups.

The ideal candidate will manage the MD’s calendar, coordinate travel, support BD activities, and oversee onboarding and office operations with ownership and discretion.

Qualifications

• Bachelor’s degree required; MBA, business administration, marketing, HR, or operations background preferred.
• 6–15 years of experience as an Executive Assistant, Office Manager, or similar role.
• Prior experience supporting a CEO/MD or senior leadership team is strongly preferred.
• Excellent written and verbal English communication; professional client-facing presence.
• Advanced proficiency in MS Excel, PowerPoint, Word, and calendar/email management tools.
• Familiarity with CRM, project-management tools, Canva/social-media coordination, and basic IT troubleshooting is a plus.

Responsibilities

• MD calendar management with zero scheduling conflicts.
• Executive support and meeting governance, travel planning, and logistical coordination.
• Digital marketing coordination and marketing calendar maintenance.
• HR onboarding support and new joiner processes.
• BD support including client meeting prep, proposals, and follow-ups.
• Office management, IT coordination, and vendor liaison.

Skills

Calendar management

Executive support

Stakeholder management

Confidentiality

MS Office suite

English communication

Education

Bachelor's degree

MBA preferred

Tools

MS Excel

PowerPoint

Google Workspace

CRM

Canva

Job description

Job Description: Executive Assistant to the MD

We are seeking a highly organised, proactive, and discreet Executive Assistant to partner directly with the Managing Director. The role combines executive support, digital marketing coordination, HR onboarding, business development support, meeting governance, training/events, and office/IT administration. The ideal candidate will operate with ownership, speed, confidentiality, and a “zero misses” mindset. Executive assistants commonly manage executive calendars, meetings, correspondence, travel, documentation, follow-ups, and office coordination

Company Description

Dreamspace Interiors is a Mumbai-based firm (ANDHERI E) with a team of 75+ young and dynamic designers and executors. The firm has been recognized by 750+ clients and media for its unique designs and professional executions over the last 20 years. Dreamspace Interiors specializes in designing and building offices for Indian and multinational companies, following the philosophy of "Unique Designs and Professional Execution."

Position Details

Position: Executive Assistant (EA) to Managing Director

Location: Mumbai

Reporting to: Managing Director

Employment Type: Full-time

Key Responsibilities

1. MD Calendar, Priorities & Executive Support

• Own and manage the MD’s daily, weekly, and monthly calendar with zero scheduling conflicts or missed commitments.
• Prioritise meeting requests, protect strategic time blocks, and proactively resolve scheduling conflicts.
• Manage emails, calls, WhatsApp/business communication, reminders, approvals, and follow-ups on the MD’s behalf.
• Prepare daily/weekly priority lists, meeting briefs, agendas, travel itineraries, and key-decision trackers.
• Coordinate domestic travel, accommodation, transport, meetings, and related logistics.
• Maintain confidentiality and exercise sound judgement while representing the MD’s office.

2. Digital Marketing Operations

• Support the MD in driving digital marketing strategy, planning, execution, and performance reviews.
• Coordinate with marketing agencies, freelancers, designers, and internal stakeholders for campaigns, creatives, website updates, social media, and lead‑generation activities.
• Maintain a marketing calendar, content pipeline, approval tracker, and campaign delivery tracker.
• Review agency deliverables, ensure brand consistency, and follow up on timelines, revisions, and approvals.
• Prepare monthly marketing performance summaries, lead reports, and campaign review presentations.
• Ensure marketing output aligns with the company’s positioning, brand guidelines, and business‑development goals.

3. Hiring Support & New Joinee Onboarding

• Coordinate interview scheduling, candidate communication, feedback collection, and offer‑process follow-ups.
• Maintain candidate trackers, interview calendars, and recruitment documentation.
• Manage end-to-end onboarding for new joiners: documentation, ID creation, system access, workstation allocation, induction schedule, and welcome coordination.
• Ensure every new employee receives a structured first‑day and first‑week experience.
• Coordinate with HR, IT, admin, and department heads to ensure onboarding tasks are completed on time.
• Maintain onboarding checklists, joining kits, asset‑issue records, and probation‑review reminders.

4. Business Development Support to MD

• Support the MD in BD activities, including client meeting preparation, proposal follow‑ups, presentation coordination, and pipeline updates.
• Maintain a BD tracker covering leads, meetings, proposals, follow‑ups, conversions, and pending actions.
• Coordinate with the sales/BD team to ensure timely submission of quotations, presentations, and client deliverables.
• Prepare meeting briefs, client profiles, company credentials, and follow‑up communication.
• Track commitments made by the MD during client meetings and ensure closure within agreed timelines.
• Support participation in industry events, networking forums, exhibitions, and client visits.

5. Internal Meetings, MOM & Action Closure

• Plan and coordinate leadership meetings, review meetings, departmental meetings, and client‑facing internal discussions.
• Prepare agendas, share pre‑reads, arrange meeting logistics, and ensure required participants attend.
• Record accurate Minutes of Meeting (MOM), including decisions, owners, deadlines, and dependencies.
• Publish MOMs promptly and maintain a central action‑tracker.
• Drive follow‑ups with action owners and elevate delays or unresolved items to the MD.
• Ensure recurring reviews happen on schedule and all critical actions reach closure.

6. Training, Engagement & Office Events

• Plan and execute internal training sessions, workshops, leadership sessions, and skill‑development programmes.
• Coordinate trainers, venues, materials, attendance, feedback forms, and post‑training action plans.
• Drive employee engagement initiatives, celebrations, team activities, festivals, birthdays, and recognition programmes.
• Organise office events, town halls, offsites, client events, and team outings within approved budgets.
• Maintain an annual engagement and training calendar.
• Collect feedback and share improvement recommendations with the MD/HR.

7. Office Management & IT Support Coordination

• Manage daily office administration, housekeeping, security, pantry, stationery, vendor coordination, and office supplies.
• Ensure the office is professional, well‑maintained, compliant, and conducive to productivity.
• Coordinate office repairs, maintenance, facility issues, and vendor service follow‑ups.
• Act as the first point of coordination for IT support requirements: laptops, email access, software licences, internet, printers, access cards, and basic troubleshooting.
• Coordinate with IT vendors/service providers for timely resolution of employee IT issues.
• Maintain office asset registers, vendor records, AMC details, invoices, and administrative documentation.

Key Performance Indicators

• Zero missed MD meetings, travel issues, or critical follow‑ups.
• 100% timely MOM publication and visible closure of assigned actions.
• Marketing calendar and agency deliverables completed as per agreed timelines.
• New joinee onboarding completed without gaps on Day 1.
• BD follow‑ups, proposals, and client‑meeting preparations completed on time.
• Training and engagement calendar executed as planned.
• Office and IT issues resolved within defined turnaround time.

Candidate Profile

• Bachelor’s degree required; MBA, business administration, marketing, HR, or operations background preferred.
• 6‑15 years of experience as an Executive Assistant, Office Manager, Chief of Staff, or Executive Support professional.
• Prior experience supporting a CEO/MD or senior leadership team is strongly preferred.
• Strong exposure to marketing coordination, HR onboarding, office administration, or business development support is desirable.
• Excellent written and verbal English communication; professional client‑facing presence.
• Advanced proficiency in MS Excel, PowerPoint, Word, Google Workspace, and calendar/email management tools.
• Familiarity with CRM, project‑management tools, Canva/social‑media coordination, and basic IT troubleshooting is a plus.
• Highly organised, detail‑oriented, confidential, resourceful, and comfortable managing multiple stakeholders.

Core Competencies

• Ownership and accountability
• Calendar and priority management
• Stakeholder management
• Structured follow‑up and closure
• Confidentiality and discretion
• Marketing/brand coordination
• Problem‑solving and initiative
• Executive communication
• Event and office operations
• Data tracking and reporting

What Success Looks Like

Within 90 days, the EA should have full control of the MD’s calendar and priority system, a functioning MOM/action‑closure process, a structured onboarding checklist, an active marketing tracker, and a reliable office/IT support mechanism. Within 6 months, the EA should be operating as a dependable extension of the MD—ensuring commitments are tracked, teams are aligned, and operational execution happens without requiring repeated follow‑up.