Executive Assistant

Designation: Community and Studio Operations Manager

Reporting to: People Lead

Role Summary

This role combines Front Office Management, Studio Administration, Community Building, HR Support, and Founder Assistance. The individual is responsible for ensuring seamless studio operations while fostering a strong internal culture.

Key Responsibility Areas

1. Front Office & Brand Representation

Attend all walk-ins (clients, vendors, partners).

Manage reception & visitor experience.

Handle incoming landline calls professionally.

Maintain reception aesthetics and visitor records.

Outcome: Professional first impression and smooth front-desk operations.

2. Vendor & Design Coordination

Maintain updated vendor database.

Schedule and coordinate vendor meetings.

Track vendor interactions and documentation.

Outcome: Efficient material sourcing and vendor alignment.

3. Studio Administration & Facility Management

Ensure office cleanliness, hygiene, and upkeep.

Maintain pantry, refreshments, crockery, stationery.

Identify upgrade needs and propose budgets.

Coordinate maintenance and facility vendors.

Maintain asset & inventory records.

Outcome: Well-maintained, aesthetically aligned studio environment.

4. Financial & Operational Controls

Maintain monthly imprest records with bills.

Submit expense reconciliation reports.

Track company car logbooks (KM, fuel usage, servicing).

Monitor fuel efficiency and report discrepancies.

Track admin staff leave records and coverage planning.

Outcome: Cost control, operational discipline, and transparency.

5. Travel & Cost Optimization

Book flights, hotels, and transport.

Compare platforms for best pricing.

Research cost-saving tools and card benefits.

Outcome: Efficient and economical travel management.

6. Community & Culture Development

Plan team engagement initiatives.

Organize cultural activities and events.

Conduct quarterly quizzes (design knowledge, values).

Drive internal engagement during weekly meetings.

Outcome: Stronger team bonding and cultural alignment.

7. HR & People Coordination

Support onboarding and act as buddy for new joiners.

Monitor biometric attendance & adjustments.

Take minutes of weekly meetings and track action items.

Assist in preliminary CV screening.

Coordinate interview scheduling.

Manage exit documentation and handovers.

Outcome: Structured people processes and accountability tracking.

8. Founder & Studio Head Support

Assist with scheduling and coordination when required.

Take regular feedback for improvements.

Support internal initiatives and event planning.

Maintain confidentiality and proactive execution.

Outcome: Operational support to leadership with reduced dependency.

Performance Expectation

High ownership and proactive problem-solving.

Continuous upskilling and process improvement.

Increment and growth linked to performance, initiative, and expanded responsibilities