Office Admin

Job Summary

We are looking for a highly organized, proactive, and trustworthy professional to manage day-to-day office administration while providing executive support to the CEO. The ideal candidate should possess excellent communication skills, strong organizational abilities, and the capability to handle confidential information with professionalism.

This role requires someone who can efficiently coordinate meetings, manage schedules, oversee office operations, and ensure smooth communication between the CEO, internal teams, clients, and business partners.

• Key Responsibilities
• Executive Assistance Manage the CEO's calendar, appointments, meetings, and travel plans.
• Coordinate internal and external meetings, ensuring all logistics are arranged.
• Prepare meeting agendas, minutes, and follow-up action items.
• Draft emails, letters, presentations, reports, and official correspondence.
• Handle confidential documents and sensitive business information.
• Screen phone calls and prioritize communications for the CEO.
• Act as the primary point of contact between the CEO and internal/external stakeholders.
• Office Administration Manage daily office operations and ensure smooth administrative functioning.
• Supervise housekeeping, pantry, office supplies, and vendor management.
• Maintain office assets, inventory, and stationery.
• Coordinate maintenance of office equipment and facilities.
• Ensure proper documentation and filing systems (physical and digital).
• Monitor office expenses and maintain administrative records.
• Coordination & Communication Coordinate with HR, Accounts, Sales, Marketing, and Operations teams.
• Follow up on tasks assigned by the CEO and ensure timely completion.
• Track project progress and prepare status reports.
• Coordinate client visits, meetings, and corporate events.
• Maintain professional relationships with vendors, consultants, and business associates.
• Documentation & Reporting Prepare presentations, MIS reports, and executive summaries.
• Maintain contracts, agreements, and official documents.
• Organize digital files and company records.
• Prepare weekly and monthly administrative reports.
• Assist in policy documentation and SOP implementation.
• Travel & Event Management Book flights, hotels, transportation, and meeting venues.
• Manage travel itineraries and expense records.
• Coordinate conferences, exhibitions, and company events.
• Organize business meetings and executive visits.
• Required Skills Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• High level of confidentiality and integrity.
• Professional personality and positive attitude.
• Excellent time management skills.
• Ability to work under pressure and meet deadlines.
• Strong follow-up and coordination skills.
• Attention to detail and problem-solving ability.
• Technical Skills Microsoft Office (Excel, Word, PowerPoint)
• Google Workspace
• Email Management
• Calendar Management
• CRM Software (preferred)
• Document Management Systems
• Video Conferencing Tools (Zoom, Google Meet, Microsoft Teams)
• QualificationsBachelor's Degree in Business Administration, Management, Commerce, or a related field.
• MBA or Executive Assistant certification will be an added advantage.
• Experience3–7 years of experience as an Executive Assistant, Personal Assistant, Office Administrator, or Executive Coordinator.
• Experience in Real Estate, IT, Corporate Services, or Hospitality is preferred.
• Key CompetenciesLeadership Support
• Office Administration
• Executive Coordination
• Business Communication
• Vendor Management
• Documentation
• Scheduling & Calendar Management
• Event Coordination
• Decision Support
• Confidentiality & Ethics
• Performance Indicators (KPIs)Timely scheduling and coordination of meetings.
• Effective management of the CEO's calendar.
• On-time completion of assigned follow-ups.
• Smooth office administration and vendor coordination.
• Accuracy in reports and documentation.
• Employee and stakeholder satisfaction.
• Efficient travel and event management.
• Timely communication and task execution.
• Preferred Candidate ProfilePleasant personality with a professional appearance.
• Excellent interpersonal and communication skills.
• Self-motivated, disciplined, and detail-oriented.
• Ability to work independently with minimal supervision.
• Strong decision-making and problem-solving skills.
• Flexible to travel when required.
• Willingness to work beyond office hours when necessary.

CompensationSalary:

• As per experience and company standards.
• Performance-based incentives (if applicable).
• Opportunities for professional growth and career advancement.