Office Administrator

Are you a strong communicator, a natural organizer, and someone who knows how to get things done? We're looking for a smart, driven, and trustworthy Office Administrator & Secretary to the CEO who can manage operations, follow-ups, and stakeholder communication across India & UAE.

Position: Office Administrator & Secretary to CEO
Company: GLAIN Lifestyle Private Limited
Location: Thrissur, Kerala (On-site, Full-time)
Business Verticals: E-commerce | Retail | Wholesale
Reports To: Founder & CEO
Industry: Lifestyle | Jewellery | E-commerce | Retail | Wholesale

Role Overview

GLAIN Lifestyle Private Limited, a Startup India & KSUM-recognized venture planning to be launched in the UAE as well, part of the AGN Group, is looking for a highly capable and mature Office Administrator & Secretary to the CEO to anchor all key administrative operations and executive-level coordination.

This is a critical role that goes far beyond typical admin tasks — the selected candidate will serve as the nerve center of our day-to-day operations while working closely with the Founder & CEO and supporting the leadership team across three active verticals of the group: E-commerce (GLAIN), Retail (Jewellery showroom), and Wholesale (manufacturing & distribution). This role calls for a high-caliber individual who can operate with integrity, urgency, and exceptional communication skills.

Key Responsibilities

Office & Operations Management

Ensure the smooth functioning of day-to-day office operations, including vendor coordination, asset management, scheduling, filing, and upkeep of the workplace.

Serve as the central command point for internal coordination and external visits.

Executive Support to the CEO

Maintain and manage the CEO's schedule, including business meetings, follow-ups, and travel (domestic and international).

Assist with presentations, briefing documents, action tracking, and coordination with internal teams and external stakeholders.

Professional Communication & Liaison

Draft polished and business-standard emails, letters, and proposals.

Communicate clearly and confidently on behalf of the CEO with vendors, clients, consultants, and government offices.

Must possess excellent verbal and written communication skills in English.

Fluency in Malayalam is mandatory.

Working knowledge of Tamil and Hindi (spoken) will be a plus.

Documentation & Compliance

Organize and maintain legal, financial, operational, HR, and vendor documentation across the group businesses.

Assist in collecting and compiling startup program-related files, payment proofing, invoice archiving, and vendor contracts.

People Operations & HR Assistance

Assist with interview scheduling, onboarding, team introductions, and basic HR recordkeeping.

Help foster a positive and productive workplace atmosphere under the CEO's vision.

Cross-Functional Business Coordination

Interact regularly with teams and stakeholders from the e-commerce, retail, and wholesale verticals of AGN Group.

Understand the core operations of each division and coordinate with appropriate personnel, vendors, and consultants accordingly.

Have a helicopter view of business updates and proactively support cross-functional priorities.

Travel & Event Coordination

Arrange CEO and visitor travel, local logistics, trade fair visits, and onboarding meetings.

Prepare meeting rooms, materials, and hospitality in line with professional standards.

Who You Are

A natural problem-solver and risk mitigator with the mindset of a manager.

Be the commander of the office — overseeing smooth day-to-day operations at our Thrissur HQ

Proactive, detail-oriented, and fiercely accountable.

Strong interpersonal presence and the ability to earn trust across the organization.

Capable of thinking independently, taking initiative, and maintaining professionalism under pressure.

Experience handling multiple priorities in fast-paced or startup environments

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Qualifications

Bachelor's Degree in Business Administration, Management, Commerce, or a related field.

3–5 years of experience in a similar role supporting senior leadership or operations in a fast-paced environment.

Advanced skills in Google Workspace, MS Office, and business communication platforms.

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Compensation

Salary: ₹25,000 – ₹35,000/month

For the right-fit candidate with maturity and ownership, we're ready to offer a higher package.

A chance to grow with a fast-scaling brand recognized by Startup India and Kerala Startup Mission, soon to be launched in the UAE.

Exposure to cross-border operations and leadership interaction from day one.

Pleaae note:

This is a high-ownership role. If you are someone who thrives on structure, values professionalism, communicates with clarity, and can manage people and processes with maturity, we want to hear from you.

Please do not apply unless you're ready to handle a role of this calibre.

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