Executive Assistant

Role & responsibilities

1. Front Office & Visitor Management Manage front-desk operations, including visitor handling, calls, emails, appointments, courier/document movement, access control, records, and general enquiries, while ensuring a professional, welcoming, confidential, and efficient experience for all visitors and stakeholders. Department - ADMIN Location - Ahmedabad Designation - Front Office Executive Job Summary The Front Office Executive will be responsible for managing end-to-end front office operations, ensuring smooth administrative coordination, maintaining office records, handling visitors and calls professionally, and managing stationery and pantry stock through the ERP system. The role also involves supporting team members with data entry and administrative assistance whenever required. Provide administrative support to senior management, including calendar and meeting management, travel coordination, preparation of documents and presentations, confidential correspondence, follow-ups, and coordination with internal and external stakeholders to ensure timely completion of priorities. 5. Meeting & Action-Item Management 3. Vendor & Facility Coordination Coordinate vendors and service providers, including quotations, approvals, contracts, invoices, deliveries, service schedules, expenses, and performance, ensuring quality, cost efficiency, and agreed service standards. 4. Executive / Leadership Support experience for all visitors and stakeholders. 2. Office Administration & Workplace Management Oversee daily office administration, facilities, housekeeping, security, maintenance, transport, pantry, vendors, assets, inventory, and supplies, ensuring workplace cleanliness, safety, smooth operations, timely replenishment, and resolution of operational issues.Maintain administrative records, contracts, invoices, purchase and facility documents. 6. Communication & Coordination Act as a communication and coordination point for management, employees, vendors, clients, and stakeholders; manage professional correspondence, obtain departmental updates, and handle sensitive communications with confidentiality and professionalism. 7. Documentation Coordinate leadership, client, and management meetings, including meeting preparation, MoM, presentations, and documents; maintain action trackers, follow up on pending tasks, and provide management updates to ensure timely closure of commitments and deadlines. Key Responsibilities 10. Confidentiality & Executive Discretion Handle confidential business, employee, financial, and leadership information with discretion, ensuring sensitive documents and communications are shared only with authorized stakeholders.

Preferred candidate profile

Presentable and professional personality. Self-motivated and disciplined. Attention to detail. Good coordination and follow-up skills. Willingness to support team members whenever required