Office Administrator & Executive Assistant

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 Founders 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.