Executive Assistant to CEO (with Administrative Oversight)

Zohorecruit; Mumbai; On-site; INR 700,000 - 1,000,000; Full time

Job summary

Zohorecruit in Mumbai seeks an organized Executive Assistant to the CEO to manage scheduling, communications, and daily operations, while overseeing essential office administration and vendor coordination.

In this dual role, you will gatekeep, coordinate with internal teams and field operations, manage procurement, travel, and prepare MoMs. This position requires 3–6 years EA/Admin experience and strong English with Hindi/Marathi basics.

Qualifications

• Bachelor’s degree in a relevant field.
• 3–6 years of EA/Admin/Executive Secretary experience.
• Fluent written and spoken English; basic Hindi/Marathi for coordination.
• Proficiency with MS Office and Google Workspace; calendar and virtual meetings.

Responsibilities

• Manage CEO calendar, travel, and meetings with internal and external stakeholders.
• Draft, proofread, and manage correspondence, reports, and presentations.
• Prepare agendas, record MoM, track follow-up actions, and protect confidentiality.
• Gatekeep, screen calls and visitor requests, prioritizing CEO time.
• Oversee office operations, facilities, procurement, and vendor management.
• Coordinate site operations support, dispatch documents, and travel logistics.
• Serve as single point of contact between CEO and internal teams.

Skills

Calendar management

Communication

Multitasking

Confidentiality

English proficiency

Hindi/Marathi basics

Problem-solving

Education

Bachelor’s degree in Business Administration, Commerce, Arts, or related field

Tools

MS Office

Google Workspace

Zoom/Teams

Job description

Executive Assistant to CEO (with Administrative Oversight)

Mumbai based staffing company which has pan India footprint. We recruit for all positions. We also give services like Training, Payroll management and sales consulting.

Job Description

Job Description: Executive Assistant to CEO (withAdministrative Oversight)

Job Title: Executive Assistant to the CEO &Administration Lead

Employment Type: Full-time

About the Company

The company is a growing provider of comprehensivewaterproofing and structural repair solutions across residential, commercial,and industrial sectors Pan India. We pride ourselves on delivering durable,high-quality waterproofing systems and structural restoration services.

Position Overview

We are looking for an organized, proactive, and dynamic ExecutiveAssistant to the CEO. In this dual-capacity role, you will act as astrategic partner to the Chief Executive Officer—managing executive scheduling,communications, and daily operations—while also overseeing essential officeadministration to ensure smooth corporate functioning.

Key Responsibilities

1. Executive Support (CEO Secretariat)

• Calendar& Travel Management: Manage the CEO’s daily schedule, organizeinternal/external meetings, and arrange travel itineraries (flight, hotel,local transport).
  
• Communication& Documentation: Draft, proofread, and manage professionalcorrespondence, emails, reports, and presentations on behalf of the CEO.
  
• MeetingManagement: Prepare meeting agendas, compile background documents,attend key leadership meetings, record Minutes of Meetings (MoM), andtrack follow-up action items.
  
• ExecutiveConfidentiality: Handle sensitive business, financial, and clientinformation with strict discretion.
  
• Gatekeeping: Screen incoming calls, emails, and visitor requests, prioritizing issuesthat require the CEO's immediate attention.
  

2. Office Administration & Operations

• OfficeMaintenance & Facilities: Oversee daily office operations,facility upkeep, and vendor management (AMC for office equipment, AC,internet, etc.).
  
• Procurement& Inventory: Manage office supplies, stationery, safety gear/PPEinventory for administrative staff, and corporate gifts.
  
• Vendor& Service Management: Liaise with administrative vendors,negotiate contracts, verify invoices, and coordinate with finance fortimely payments.
  
• SiteCoordination Support: Coordinate administrative support for sitemanagers and field teams (e.g., dispatching physical documents, couriermanagement, and team travel logistics for outstation projects).
  
• VisitorManagement: Welcome VIP clients, developers, architects, and businesspartners visiting the corporate office.
  
• Functionas a single point of contact between the CEO and internal teams(Engineering, Sales, Accounts, HR, and Site Operations).
  
• Assistthe CEO in tracking project milestones, deadlines, and operational metricsacross departments.
  

Key Qualifications & Skills

• Education: Bachelor’s degree in Business Administration, Commerce, Arts, or anyrelevant field.
  
• Experience: 3 to 6 years of experience as an Executive Assistant, EA-cum-Admin, orExecutive Secretary (Experience in Construction, Real Estate, BuildingMaterials, or Waterproofing sectors is a plus).
  
• CommunicationSkills: Excellent verbal and written English communication skills;professional fluency in Hindi/Marathi is preferred for vendor and sitecoordination.
  
• TechnicalSkills: Advanced proficiency in Microsoft Office Suite (Word, Excel,PowerPoint) and Google Workspace. Experience with calendar management andvirtual meeting platforms (Zoom, Teams).
  
• AdministrativeAcumen: Strong organizational skills, multitasking abilities, andattention to detail.
  
• Problem-Solving: Proactive, self-motivated, and capable of working independently undertight deadlines.
  

Requirements

Experience Required: 3 to 6 years