Job Title: Office Administrator & Executive Assistant
Location: Gurugram, India
Experience: 38 years in a similar role, preferably supporting a CEO or Founder
Job Overview
We are seeking a proactive, detail-oriented, and resourceful Office Administrator & Executive Assistant to provide comprehensive support to our Founder and ensure efficient day-to-day office operations. The ideal candidate will have prior experience working closely with top-level executives and should be comfortable handling a variety of administrative, executive, and logistical tasks.
Key Responsibilities:
Executive Support
- Manage the Founder's calendar, schedule meetings, appointments, and calls.
- Coordinate complex travel arrangements (domestic & international).
- Handle passport and visa appointments and maintain updated travel documentation.
Communication Management
- Act as the first point of contact for all communication on behalf of the Founder.
- Screen, prioritize, and respond to emails, calls, and other correspondence.
Project Coordination
- Assist in tracking key projects, follow up on action items, and ensure timely completion of deliverables.
- Liaise with cross-functional teams to maintain project momentum.
Administrative & Office Management
- Oversee general office administration, including supplies, equipment maintenance, and vendor management.
- Handle ticket bookings (flights, trains, cabs, hotels) and logistics for both personal and professional travel.
- Maintain organized digital and physical records, documents, and files.
Documentation & Reporting
- Draft internal and external communications, reports, and presentations.
- Maintain and update confidential files and important documentation.
Event Coordination
- Organize and support the planning of company events, team meetings, and offsites.
- Collaborate with HR and other departments for seamless event execution.
Requirements
- Graduate in any discipline; additional certifications in office administration or business communication is a plus.
- 38 years of proven experience supporting top leadership (CEO/Founder).
- Exceptional organizational and time-management skills.
- Strong communication skillsboth written and verbal.
- High degree of professionalism and discretion when handling confidential information.
- Proficiency in MS Office (Word, Excel, PowerPoint) and Google Workspace.
- Ability to multitask and prioritize effectively in a fast-paced environment.
Preferred Attributes
- Self-motivated and solution oriented.
- Comfortable managing both strategic and routine tasks.
- Strong interpersonal skills with a collaborative mindset.
