Role Overview:
The Admin & Executive Assistant will play a pivotal role in ensuring smooth administrative operations and executive coordination across the agency. This individual will support leadership with day-to-day management, assist in HR and hiring processes, oversee lead tracking and follow-ups, and ensure internal and external communication runs seamlessly. The ideal candidate will be proactive, detail-oriented, and comfortable managing multiple priorities in a fast-paced digital agency environment.
Key Responsibilities:
1. Executive Assistance
- Manage calendars, coordinate internal and external meetings, and handle scheduling for the leadership team.
- Prepare meeting agendas, minutes, follow-up actions, and ensure timely execution.
- Draft and manage professional communication, emails, and documents on behalf of leadership.
- Support in the preparation of proposals, client decks, and performance reports.
2. Administrative & Office Management
- Oversee day-to-day office operations including vendor management, maintenance, and procurement.
- Maintain records of contracts, invoices, and agency documentation.
- Track office expenses, reimbursements, and ensure operational compliance.
- Coordinate agency events, celebrations, and client visits.
3. HR Support & Employee Lifecycle
- Assist in end-to-end hiring coordination , posting job openings, scheduling interviews, following up with candidates, and maintaining hiring trackers.
- Support the onboarding process : documentation, induction, IT setup, and coordination with respective departments.
- Handle exit formalities :clearance, documentation, and feedback process.
- Maintain updated employee records and assist HR with attendance and leave tracking.
4. Lead Management & Prospect Coordination
- Maintain and update the company's lead tracker/CRM to monitor new business leads and opportunities.
- Coordinate with business and sales teams to track lead status, follow-ups, and closures.
- Schedule meetings and presentations with prospects and assist in follow-up communication.
- Generate and share periodic reports on lead performance and conversion progress with management.
5. Communication & Coordination
- Act as a bridge between leadership and internal teams to ensure clarity and timely updates.
- Liaise with vendors, clients, and partners to manage communication flow and scheduling.
- Ensure inter-departmental coordination for smooth campaign planning, delivery, and reporting.
6. Documentation & Reporting
- Maintain records of operational data, performance metrics, and client contracts.
- Assist in preparing monthly reports, MIS summaries, and follow-up dashboards.
- Support leadership in audit readiness and compliance documentation.
Key Skills & Attributes
- Excellent communication (verbal & written) and interpersonal skills.
- Highly organised, multitasking, and detail-oriented.
- Hands-on with Google Workspace / MS Office / task management tools (Zoho)
- Professional conduct with confidentiality and discretion.
- Ability to work independently and proactively in a dynamic environment.
Qualification & Experience
- Bachelor's degree in Business Administration, Marketing, HR, or related field. (preferred)
- 25 years of experience as an Administrative or Executive Assistant; exposure to digital/creative agencies preferred.
What Success Looks Like
- Smooth functioning of leadership schedules and meetings.
- Streamlined lead tracking and improved follow-up system.
- Efficient onboarding and exit formalities for employees.
- Organised operations and communication across all departments
If you fit the bill APPLY NOW!
- Work from Office - Andheri East, Mumbai
