Job Title: Office Administrator & Executive Assistant
Location: Hyderabad, India
Employment Type: Full-Time
Reports To: Founder / Managing Director / Executive Leadership
Role Overview
We are seeking a highly professional, detail-oriented, and proactive Office Administrator & Executive Assistant to manage executive support and oversee smooth day-to-day office operations in Hyderabad.
This role requires strong coordination skills, operational discipline, confidentiality, and the ability to manage multiple stakeholders in a fast-paced business environment.
Key Responsibilities
Executive Travel Planning & Management
- Plan and coordinate domestic and international travel (flights, hotels, visas, ground transportation).
- Prepare detailed travel itineraries and briefing notes.
- Manage last-minute travel changes and ensure cost efficiency.
- Coordinate expense documentation and reimbursement submissions.
- Maintain travel vendor relationships and negotiate corporate rates when applicable.
Visitor Greeting & Coordination
- Serve as the first point of contact for office visitors, partners, and clients.
- Coordinate meeting room scheduling and hospitality arrangements.
- Ensure professional reception and visitor experience.
- Maintain visitor logs and security coordination where required.
General Office Administration & Vendor Management
- Oversee daily office operations (facilities, utilities, housekeeping, security, supplies).
- Manage vendor contracts and service providers (IT, housekeeping, maintenance, etc.).
- Monitor office budgets and track operational expenses.
- Ensure timely renewals of contracts, subscriptions, and service agreements.
- Maintain organized documentation (physical and digital records).
Onboarding & Offboarding Coordination
- Coordinate onboarding logistics (workspace setup, IT access, welcome kits).
- Ensure documentation and compliance paperwork completion.
- Support induction scheduling and cross-functional coordination.
- Manage asset handover and clearance during offboarding.
- Maintain updated employee records and tracking logs.
Employee Engagement Coordination
- Support planning and execution of employee engagement initiatives.
- Coordinate internal celebrations, recognition activities, and team-building events.
- Manage communication for internal announcements.
- Assist HR in culture-building initiatives and feedback coordination.
Event Planning & Execution
- Plan and execute internal meetings, leadership sessions, and company events.
- Coordinate venue booking, vendor selection, and logistics.
- Manage event budgets and vendor negotiations.
- Oversee on-site execution and post-event documentation.
Required Qualifications
- Bachelor's degree in Business Administration, Commerce, or related field.
- 37 years of experience in executive assistance or office administration.
- Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Word).
- Excellent written and verbal communication skills in English.
- High attention to detail and strong follow-up skills.
- High level of discretion and confidentiality.
Preferred Skills
- Experience supporting senior executives.
- Exposure to travel coordination (international preferred).
- Vendor contract management experience.
- Familiarity with HR coordination processes.
- Experience in a startup or high-growth organization preferred.
Core Competencies
- Proactive problem-solving
- Strong organizational skills
- Multitasking ability
- Professional presence
- Vendor negotiation capability
- Structured execution mindset
