Executive Assistant - Legal

ACCESS ARCHITECTS; Mumbai; On-site; INR 669,600 - 892,800; Full time

Job summary

A prominent architectural firm in Mumbai is seeking an experienced Executive Assistant to provide administrative and legal support to the Director. The ideal candidate will have a minimum of 5 years of experience, preferably in the architectural or construction industry, and must exhibit strong organizational and communication skills. This full-time position requires proficiency in MS Office and Google Workspace while managing legal documentation with discretion.

Qualifications

• Minimum 5+ years of experience in executive assistance or office administration.
• Legal background essential for document preparation and compliance.
• Experience in the architectural or construction industry preferred.

Responsibilities

• Oversee the Director's calendar and schedule appointments.
• Manage all communications including emails and phone calls.
• Prepare and organize reports and presentations.

Skills

Organizational skills

Communication skills

Multitasking skills

Tools

MS Office

Google Workspace

Contract/document management tools

Job description

Role Overview

We are seeking an experienced Executive Assistant with a legal background to provide high-level administrative and legal support to the Director. The ideal candidate will have at least 5+ years of experience, preferably in the architectural or construction industry, and be able to manage administrative tasks while handling legal documentation and compliance.

Administrative & Coordination

• Calendar & Schedule Management: Oversee the Director’s calendar by scheduling meetings, appointments, and coordinating travel arrangements.
• Correspondence Management: Manage all incoming and outgoing communications, including emails, phone calls, and letters.
• Document Preparation & Organization: Prepare, review, and organize reports, presentations, and other documents for meetings and projects.
• Project Support: Assist in tracking project timelines, deadlines, and deliverables, ensuring effective coordination between teams.
• Meeting Coordination: Organize internal and external meetings, prepare agendas, and take minutes.
• Client & Vendor Liaison: Act as the primary point of contact for clients, vendors, and contractors, ensuring timely communication and follow-ups.
• Event Coordination: Support the planning and organization of company events, client visits, and other special gatherings.
• Office Management: Oversee daily office operations, including supply orders, maintaining office organization, and providing administrative support.
• Confidentiality & Discretion: Handle sensitive information with the highest level of discretion and professionalism.

Legal & Compliance Support

• Draft, review, and organize legal documents, NDAs, and contracts.
• Liaise with legal counsel, vendors, and clients to ensure contractual compliance.
• Maintain records of statutory and regulatory filings.
• Provide basic legal research and updates on relevant laws affecting the firm.

Desired Candidate Profile

• Minimum 5+ years of combined experience in executive assistance/office administration with a legal background.
• Experience in the architectural/construction industry preferred.
• Strong organizational, communication, and multitasking skills.
• Ability to work independently and maintain confidentiality.
• Proficient in MS Office, Google Workspace, and basic contract/document management tools.

Job Type: Full-time