Executive Assistant cum Office Admin

Nawalgaria Fashions Calcutta; Kolkata District; On-site; INR 420,000 - 540,000; Full time

Job summary

Nawalgaria Fashions Calcutta is seeking an Executive Assistant (EA) & Office Administrator to manage day-to-day office operations and support management in Kolkata. The role spans admin, HR recruitment support, vendor coordination, and customer service to keep office functions smooth.

The ideal candidate will be highly organized, detail-oriented, with strong communication and coordination skills, professional attitude, and the ability to juggle multiple tasks efficiently in a fast-paced

Qualifications

• Experience in executive support or office administration.
• Strong communication and coordination abilities.
• Professional demeanor and discretion with confidential information.
• Ability to manage multiple tasks with attention to detail.

Responsibilities

• Provide administrative and operational support to senior management.
• Manage calendars, meetings, travel arrangements, and schedules.
• Coordinate internal and external meetings and follow up on action items.
• Handle confidential information with discretion.
• Manage day-to-day communication and coordination on behalf of management.
• Coordinate recruitment activities, vendor management, and customer service as needed.

Skills

Organizational skills

Communication

Coordination

Attention to detail

Multitasking

Job description

Job Summary

We are looking for a highly organized, proactive, and people-oriented Executive Assistant (EA) & Office Administrator to manage day-to-day office administration, support management, coordinate vendors, assist with HR recruitment activities, and ensure smooth customer service and office operations.

The ideal candidate should have excellent communication and coordination skills, a professional attitude, strong attention to detail, and the ability to manage multiple responsibilities efficiently.

Key Responsibilities

1. Executive Assistance

• Provide administrative and operational support to senior management.
• Manage calendars, meetings, appointments, travel arrangements, and schedules.
• Coordinate internal and external meetings and follow up on action items.
• Handle confidential information with discretion.
• Manage day-to-day communication and coordination on behalf of management.

2. Office Administration

• Manage daily office operations and ensure a well-maintained, organized, and professional workplace.
• Handle office supplies, stationery, equipment, housekeeping, maintenance, and facility requirements.
• Maintain office records, documents, invoices, and administrative files.
• Coordinate courier, travel, transport, and other office-related services.
• Monitor administrative expenses and assist with expense tracking.
• Ensure compliance with company administrative policies and procedures.

3. Vendor Management

• Identify, evaluate, and coordinate with vendors and service providers.
• Obtain quotations, negotiate pricing, and coordinate purchase/service requirements.
• Maintain vendor records, agreements, invoices, and payment follow-ups.
• Monitor vendor performance, service quality, and timelines.
• Build and maintain strong relationships with key vendors.
• Coordinate with vendors for office maintenance, housekeeping, IT, stationery, travel, and other operational requirements.

4. HR & Recruitment Support

• Coordinate recruitment activities, including job postings, candidate sourcing, screening, and interview scheduling.
• Maintain candidate records and recruitment trackers.
• Coordinate onboarding and documentation for new employees.
• Assist with employee records, attendance, leave, and other HR administration.
• Support employee engagement activities and general HR coordination.
• Maintain confidentiality of employee and candidate information.

5. Customer Service & Coordination

• Handle customer queries professionally and ensure timely resolution or escalation.
• Coordinate with internal teams to address customer requirements.
• Maintain a high standard of customer service and professional communication.
• Welcome and assist visitors and clients at the office.

6. General Coordination

• Coordinate with internal departments to ensure smooth execution of administrative and operational activities.
• Track pending tasks and follow up with relevant stakeholders.
• Prepare regular administrative and operational reports.
• Assist management with ad-hoc projects and assignments.
• Ensure timely completion of assigned tasks and maintain high standards of accuracy.