Secretary / Executive Assistant

Job Title: Executive Assistant cum Office Administrator

Department: Administration / Executive Office

Reports To: Managing Counsel of the Law Firm Walia & Co.

Location: New Delhi On-site

Employment Type: Full-Time

Job Summary

We are a Law Firm based in Vassant Vihar, New Delhi seeking a proactive, highly organized, and detail-oriented Executive Assistant cum Office Administrator to provide high-level administrative support to our senior leadership while overseeing daily office operations. The ideal candidate will act as a trusted gatekeeper for the executive office, manage calendars and communications, and ensure a smooth, efficient, and welcoming workplace environment for all employees and visitors.

Key Responsibilities

Executive Assistance

• Calendar and Schedule Management: Manage and optimize the executive’s daily calendar, coordinate complex meetings, and prioritize conflicting appointments.
• Communication and Correspondence: Screen incoming calls, manage executive emails, draft official memos, and act as a professional point of contact for internal and external stakeholders.
• Meeting Coordination: Prepare meeting agendas, compile briefing materials, record accurate Minutes of Meetings (MOMs), and track follow-up action items across teams.
• Travel and Event Logistics: Arrange domestic and international travel itineraries, visa documentation, accommodations, and expense reports for leadership.
• Confidentiality and Reporting: Handle sensitive corporate records, prepare executive presentations, and compile periodic Management Information System (MIS) reports.

Office Administration

• Facility and Operations Management: Oversee day-to-day office upkeep, housekeeping, security, and general maintenance to ensure a safe and productive workspace.
• Vendor and Inventory Control: Manage relationships with office suppliers, negotiate contracts, and maintain adequate stock of office stationery, pantry items, and equipment.
• Front Desk and Visitor Management: Welcome guests, clients, and partners professionally while coordinating courier services and incoming/outgoing mail.
• Administrative Budgeting and Bookkeeping: Track petty cash, process vendor invoices, verify utility bills, and assist the finance team with basic administrative expense tracking.
• Employee Support and Events: Assist HR with new hire onboarding logistics, employee seating, and organizing internal office celebrations or corporate events.

Qualifications and Skills

• Education: Bachelor’s degree in Business Administration, Management, or a related field.
• Experience: 3–5 + years of proven experience as an Executive Assistant, Office Administrator, or in a similar dual-support role.
• Technical Proficiency: Strong command of Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Calendar, Meet).
• Communication Skills: Exceptional written and verbal communication skills with a polished, professional demeanor.
• Organizational Excellence: Ability to multitask, prioritize urgent requests under pressure, and meet tight deadlines without sacrificing accuracy.
• Discretion: High level of integrity and trustworthiness when handling confidential business and personal information.

How to Apply

Interested candidates should send their updated resume and a brief cover letter to jobs@waliaco.com with the subject line "Application for Executive Assistant cum Office Admin – [Your Name]".