Administrative Assistant

Hiring: Admin & Front Desk Executive

Location: Mumbai

Job Overview

We are looking for a vibrant, energetic, and highly organized Admin & Front Desk Executive to be the face and voice of our advertising agency. In this role, you will manage our front desk, handle critical day-to-day office administration, and support our teams. The ideal candidate must possess a highly professional demeanour, exceptional communication skills, and the agility to multitask in a fast-paced, creative environment.

Key Responsibilities

Front Desk & Guest Relations

• Act as the primary point of contact, warmly greeting high-profile clients, vendors, media partners, and creative talent.
• Maintain a pristine, professional, and visually engaging reception and client lounge area.
• Answer, screen, and route incoming calls efficiently, ensuring accurate messages are passed to busy account managers and creative directors.
• Sort and distribute daily incoming mail, couriers, and packages.

Office Administration & Facility Operations

• Monitor and procure office stationery, pantry stocks, and housekeeping supplies to ensure zero downtime.
• Supervise the housekeeping staff to ensure strict cleanliness throughout the agency floor, meeting rooms, and studio bays.
• Maintain an updated agency directory, logs for visitors, and registers for tracking asset movements.
• Coordinate with external IT, maintenance, and facility vendors to resolve system or infrastructure issues promptly.

Financial & Petty Cash Support

• Manage the agency’s daily petty cash logs, verifying bills, and processing vendor invoices for the finance team.
• Keep a meticulous track of routine operational expenses like internet, electricity, water, and printing services.

Required Skills & Qualifications

• Education: Graduate degree in Business Administration, Commerce, Communications, Hospitality, or any related field.
• Experience: 1 to 3 years of proven experience in a Front Office, Receptionist, or Executive Admin role. Prior experience within an advertising agency, media house, or creative studio is highly preferred.
• Communication: Fluent in spoken and written English communication with an engaging and polite etiquette.
• Tech Savvy: Proficiency in MS Office (Word, Excel), and basic internal communication tools (Microsoft Teams).
• Traits: Proactive problem solver, exceptionally well-groomed, highly detail-oriented, and able to maintain absolute confidentiality regarding agency matters.