About the role
Title: Administrative Assistant (Executive Assistant to Director)
Location: Mumbai
Note
• Contract duration: 8 months
• Shift timings: 9.30am to 6.30pm
• Number of days work from office: 5 days
• Preference of hiring only diversity candidates (Yes/No): No
Job Summary
The Executive Assistant to the Director will provide high-level administrative, coordination, accounting, procurement, and HR support to ensure smooth day-to-day operations. The role requires excellent organizational skills, strong communication abilities, confidentiality, and working knowledge of accounting processes such as Purchase Orders (POs), vendor management, invoice processing, and basic HR administration.
Key Responsibilities
1. Executive & Administrative Support
Manage the Director's calendar, appointments, meetings, and travel arrangements.
Screen and prioritize emails, phone calls, and correspondence.
Prepare meeting agendas, presentations, reports, and minutes of meetings.
Coordinate with internal departments and external stakeholders.
Maintain confidential documents, records, and company files.
Track action items and ensure timely follow-up on key initiatives.
Organize business events, client visits, and management meetings.
2. Procurement & Purchase Order Management
Create, process, and track Purchase Orders (POs) as per company procedures.
Coordinate with vendors and suppliers regarding quotations, deliveries, and payments.
Compare vendor quotations and obtain necessary approvals.
Monitor procurement schedules and maintain procurement records.
Verify invoices against approved Purchase Orders and Goods Receipt Notes (GRNs).
Ensure timely submission of documents to the Accounts department.
3. Accounting & Financial Support
Assist in maintaining accounting records and documentation.
Process vendor invoices and coordinate payment approvals.
Track accounts payable and follow up on pending invoices.
Maintain expense reports and reimbursement records.
Support monthly financial reporting and reconciliation activities.
Ensure compliance with company financial policies and procedures.
4. Human Resources Support
Assist in employee onboarding and documentation.
Maintain employee records and personnel files.
Support attendance, leave, and timesheet management.
Coordinate recruitment activities including interview scheduling.
Assist in preparing HR reports and employee communications.
Organize employee engagement and training activities.
Support implementation of HR policies and procedures.
5. Coordination & Compliance
Liaise with vendors, customers, consultants, and government authorities as required.
Ensure proper filing and record retention.
Track contracts, renewals, licenses, and statutory documentation.
Assist in compliance-related documentation and reporting.
Required Qualifications
Bachelor's Degree in Commerce, Business Administration, Finance, Accounting, or related field.
3-8 years of experience as Executive Assistant, Administrative Executive, Accounts Coordinator, or similar role.
Experience supporting senior management or directors.
Required Skills
Administrative Skills
• Calendar Management
• Travel Coordination
• Meeting Management
• Documentation & Record Keeping
• Excellent Verbal and Written Communication
Accounting & Procurement Knowledge
• Purchase Order (PO) Process
• Vendor Management
• Invoice Verification
• Accounts Payable Coordination
• Expense Management
• Basic Accounting Principles
• Familiarity with ERP systems (SAP, Oracle, Tally, Zoho, etc.)
HR Knowledge
• Employee Documentation
• Recruitment Coordination
• Attendance & Leave Management
• HR Administration
• Employee Engagement Activities
Technical Skills
• Microsoft Office (Excel, Word, PowerPoint, Outlook)
• Data Analysis and Reporting
Behavioral Competencies
• High level of confidentiality and integrity
• Strong organizational and multitasking skills
• Attention to detail
• Problem-solving mindset
• Ability to work independently and under pressure
• Professionalism and interpersonal skills
Key Performance Indicators (KPIs)
• Timely management of Director's schedules and meetings.
• Accuracy of Purchase Orders and procurement records.
• Timely invoice processing and payment coordination.
• Maintenance of accurate accounting and HR records.
• Compliance with company policies and procedures.
• Effective coordination with internal and external stakeholders.
Preferred Candidate: Experience in executive assistance combined with procurement, accounts payable, vendor coordination, and HR administration functions.