Secretary / Executive Assistant

Executive Assistant — Job DescriptionLocation: Bangalore Reporting to: Principal Employment Type: Full-time

About the RoleWe are looking for a well-organised, proactive Executive Assistant to support a busy principal across real estate, commercial property, and QSR operations. This is a generalist office role — you will handle day-to-day administration, coordinate with tenants, vendors, and accounts, and keep things moving across multiple fronts.

Key ResponsibilitiesOffice Administration

• Answer and manage calls on behalf of the Principal; take messages, route queries, and follow up as directed
• Handle day-to-day office tasks — correspondence, filing, scheduling, and meeting coordination
• Draft and send emails, letters, and notices in English and Kannada

Hiring Coordination

• Post job openings on relevant platforms; collect and organise applications
• Schedule interviews and coordinate with candidates; send confirmations and reminders
• Maintain a simple hiring tracker

Travel Management

• Book flights, hotels, and ground transport for the Principal's business and personal travel
• Prepare travel itineraries and handle changes or cancellations

Tenant Management & Property Administration

• Serve as the primary point of contact for all tenants across properties
• Track rent due dates, follow up on collections, and maintain a rent register
• Coordinate rent escalations as per agreement terms and flag upcoming renewal dates
• Track CAM charges, maintenance dues, and utility payments; follow up to ensure timely recovery
• Coordinate with property maintenance vendors for repairs and upkeep

Accounts Liaison

• Work with the accounts team to ensure rent receipts, GST entries, and TDS records are current
• Provide the accounts team with monthly payment summaries and flag any discrepancies
• Collect invoices from vendors and submit to accounts for processing

Procurement Support

• Source and obtain quotations from vendors for project and office requirements
• Track purchase orders and follow up on deliveries
• Maintain a basic vendor contact list
• What We're Looking ForRead, write, and speak Kannada fluently — this is mandatory
• Speak Tamil and Hindi in addition to Kannada — required, as stakeholders span Tamil Nadu, Puducherry, and pan-India
• English proficiency for written communication and correspondence
• 2–5 years of experience in an admin, office coordinator, or assistant role
• Organised, reliable, and able to follow through on tasks without constant reminders
• Comfortable on the phone — a large part of this role involves calls with tenants, vendors, and candidates
• Basic proficiency in MS Office / Google Sheets for trackers and registers

CompensationCompetitive, based on experience.