Executive Administrative Assistant

We are seeking an experienced and organized professional to take on the role of Executive Assistant and Office Administrative. This position involves providing comprehensive administrative support to our Managing Director and CEO while efficiently managing various administrative & Office functions. The successful candidate will be an integral part of our team and ensure the smooth functioning of the executive office.

Job Title: Executive Administrative Assistant

Reporting To: Managing Director and CEO

Experience: 5-10 yrs

Location: Churchgate, Mumbai

Timings: 12:00pm - +:00pm (Mon-Fri)

Company: Inhabitr India Pvt Ltd.

Inhabitr is a furniture rental company that provides affordable and stylish furniture solutions for hospitality Industry, student housing, residential and commercial spaces. Our mission is to make the furniture rental process easy and hassle- free for our customers. Inhabitr offers wide range of furniture pieces, from sofas and chairs to bedroom sets and dining tables. We also provide complimentary design services to help our customers create their own personal space. We are headquartered in Silicon Valley and Mumbai . Visit us at www.inhabitr.ai to learn more.

Key Roles & Responsibilities:
• Manage the calendars, appointments, and schedules of the CEO and Managing Director.
• Coordinate and confirm their participation in meetings and events.
• Arrange and participate in meetings, taking and documenting minutes as needed.
• Oversee and ensure efficient operation of the administrative department.
• Coordinate tasks and prioritize projects.
• Confirm compliance with the implementation of company policies and procedures.
• Act as a point of contact for data governance discussions.
• Generate reports based on compiled data and develop dashboards for various departments as required.
• Manage office administrative tasks assigned by Team Lead.
• Other tasks assigned by the Team Lead.

Document Management:
• Maintain and manage office documents and records.
• Coordinate departmental audits and minor audits when indicated.

Contract and License Management:
• Assist in the renewal and management of MOUs, licenses, and other agreements.
• Coordinate with various departments to ensure timely renewals.

Vendor Management:
• Maintain strong vendor relationships to ensure cost-effective services.
• Negotiate terms with suppliers and oversee orders for office supplies.

Financial Oversight:
• Monitor office expenses, verify charges, and maintain departmental budgetary information.
• Coordinate with accounting and accounts payable on payments.

Record and File Management:
• Manage hard copy file organization, archiving, and destruction per retention policies.
• Coordinate with records management.

Travel and Event Coordination:
• Plan and manage end-to-end travel for executives, including flights, accommodations, visas and transportation.
• Organize and supervise office events and related activities.

Client and Vendor Relations:
• Build and maintain relationships with clients, vendors, consultants, and external agencies.
• Coordinate newsletters and greetings for various stakeholders.

Qualifications & Skill sets:
• Bachelor's degree or equivalent experience is a must.
• Any secretarial & Administrative certification or course is an added advantage.
• Experience in administrative role is a must.
• Strong written and verbal communication skills.
• Ability to work in high intensity, fast-paced environment.
• Computer proficiency is a must.
• Must be well versed with MS office and near suite.
• Should posses strong negotiation & vendor management skills.

Contact:

Name: Shraddha Dalmia

Email: shraddha@inhabitr.com

Only local, sincere and interested candidates should email their resumes. The role is based in Mumbai