Admin / HR / Executive Assistant (EA)

Job Title: Admin / HR / Executive Assistant (EA)

Reports To: Founder & Principal, 7Nirvana
Location: Mumbai (Head Office)
Type: Full-Time | On-site

Role Overview

The Admin / HR / EA plays a pivotal role in ensuring smooth day-to-day operations of the studio — acting as the bridge between management, team, and external stakeholders. The role demands exceptional organisational skills, confidentiality, and the ability to execute processes with precision and professionalism.

Key Responsibilities1. Executive Assistance

• Manage the Founder’s daily schedule — meetings, travel, calls, and correspondence.
• Coordinate inter-departmental communication and follow-ups to ensure timelines are met.
• Maintain confidentiality of sensitive information and exercise discretion in all communications.
• Prepare meeting notes, MOMs, and track follow-up actions until closure.
• Handle vendor, client, and consultant coordination where directed.

2. Office Administration

• Oversee daily studio operations — housekeeping, stationery, pantry, courier, and office supplies.
• Manage upkeep of office infrastructure (cleanliness, repairs, maintenance).
• Supervise attendance via biometric records and leave logs.
• Implement internal policies, maintain discipline, and ensure adherence to studio protocols.
• Liaise with IT and facility vendors for any support or AMC requirements.

3. Human Resources

• Manage recruitment process — posting JDs, screening resumes, coordinating interviews, and onboarding.
• Maintain HR documentation: offer letters, appointment letters, attendance, and leave registers.
• Coordinate staff induction, training, and periodic performance reviews.
• Maintain an updated employee directory and contact sheet.
• Organise team meetings, reviews, and cultural or festive events.

4. Documentation & Communication

• Draft professional emails, internal circulars, and communication templates.
• Maintain digital and physical filing systems — appointment letters, invoices, contracts, policies, etc.
• Monitor email discipline and ensure communication protocols are followed by all team members.
• Support documentation for agreements, client correspondence, and project administration as required.

5. Coordination & Reporting

• Prepare weekly and monthly review reports for management.
• Ensure smooth flow of information between design, procurement, and site teams.
• Track timelines for internal deliverables and escalate delays when necessary.
• Maintain updated trackers for tasks, deadlines, and attendance.

Skills & Attributes

• Excellent written and verbal communication (English essential).
• Highly organised with attention to detail and follow-through.
• Proficient in MS Office (Excel, Word, PowerPoint) and Google Workspace.
• Ability to multitask, prioritise, and maintain calm under pressure.
• Professional presence, integrity, and confidentiality.
• Strong interpersonal and coordination skills.

Educational Qualification & Experience

• Bachelor’s Degree in Business Administration / HR / Commerce or equivalent.
• Minimum 3–5 years of experience in Admin / HR / EA roles (preferably in architecture, design, or creative firms).

Job Type: Full-time

Pay: ₹10,000.00 - ₹25,000.00 per month

Application Question(s):

• Are you based in Mumbai?

Work Location: In person