Back Office Executive Assistant

Department: Executive Office / Administration

Designation: Executive Assistant to CEO

Industry: Real Estate Advisory

Job Location: Sector 68, Mohali, Punjab

Working Days: Wednesday to Monday

Weekly Off: Tuesday

Work Mode: Full-Time, On-Site

*Job Summary*

We are looking for a mature, organized, and responsible Executive Assistant to support the CEO in daily operations, schedule management, vendor coordination, documentation, and management follow-ups. The ideal candidate should be proactive, professional, detail-oriented, and capable of handling confidential information.

Key Responsibilities

1. Executive & Management Support

Manage the CEO's calendar, meetings, appointments, and daily schedule.

Prepare meeting agendas, minutes of meetings, reports, and presentations.

Track important decisions, deadlines, and pending tasks.

Coordinate with department heads and ensure timely follow-ups.

2. Vendor Management

Coordinate with multiple vendors and service providers.

Obtain quotations, compare proposals, and maintain vendor records.

Follow up on service delivery, invoices, payments, and pending issues.

Maintain professional relationships with vendors and negotiate where required.

3. Administrative Operations

Handle office administration and day-to-day operational requirements.

Coordinate office maintenance, supplies, and service arrangements.

Maintain records, files, documents, and confidential information.

Support internal coordination between departments.

4. Communication & Coordination

Manage official emails, calls, and business correspondence.

Communicate instructions and updates from management to relevant teams.

Follow up on assigned tasks and ensure timely completion.

Coordinate travel arrangements, bookings, and meetings when required.

5. Reporting & Documentation

Prepare daily or weekly status reports.

Maintain trackers for meetings, vendors, expenses, and pending activities.

Ensure proper documentation and timely submission of records.

• It is a Full Time Back Office / Data Entry job for candidates with 2 - 3 years of experience.