Admin Executive

**Job Title**: Admin Executive

**Experience**: 3-6 Years
**Location**: Marol, Andheri East, Mumbai
**Department**: Administration / Executive Support
**Reporting To**: CEO

**1. Role Overview**

We are seeking a dynamic and proactive **Admin Executive** to oversee the day-to-day operations of the office and provide personal assistance to the CEO. This role requires excellent communication skills, organizational ability, and a high level of professionalism.

**2. Key ResponsibilitiesA. Administrative Responsibilities**

**Office Management**
- Maintain a clean, organized, and welcoming workspace.
- Suggest and implement improvements in office aesthetics and efficiency.

**Vendor & Hotel Relations**
- Build and manage relationships with hotels and vendors.
- Negotiate and maintain agreements for recurring travel needs.

**Travel Management**
- Maintain travel database (frequent cities, hotels, contacts).
- Establish and follow SOPs for booking, documentation, and itineraries.

**Support Staff & Driver Management**
- Monitor attendance, grooming, and performance of support staff.
- Ensure driver coordination and clarity on assigned duties.

**General Administration**
- Handle office calls, correspondence, and supplies.
- Assist with internal employee logistics as needed.

**B. Personal Assistant Responsibilities**

**Calendar Management**
- Keep the CEO’s calendar accurate, updated, and protected.
- Aggressively block time for key meetings and ensure effectiveness.

**Document Management**
- Maintain and organize important documents for the CEO and leadership team.

**Meeting Coordination**
- Prepare and circulate Minutes of Meeting (MoMs).
- Track follow-ups and drive closure on action items.

**Personal Work Support**
- Assist the CEO with personal tasks and errands when needed.

**Office Access Control**
- Allow access to the CEO's office only for pre-approved/scheduled meetings.
- Permit walk-ins only for CTO, COO, and CGO as per hierarchy.

**3. Work Expectations**
- Greet and interact positively with all staff, stakeholders, and guests.
- Be reachable via WhatsApp during working hours (urgent-only after hours).
- Be proactive and take initiative without waiting for instructions.
- Stay updated on internal company developments and team activities.
- Represent the CEO’s office with integrity, confidentiality, and professionalism.

**4. Behavioural Guidelines**
- **Proactive Engagement**: Stay involved in cross-functional updates.
- **Speed & Precision**: Execute tasks aggressively and efficiently.
- **Smart Thinking**: Make informed decisions independently.
- **Confidentiality**: Handle sensitive information with absolute discretion.
- **Professionalism**: Maintain punctuality, dependability, and company culture.

**5. SOP & Process Management**

The Admin Executive will be responsible for developing and maintaining SOPs for:

- Travel bookings & documentation
- Office & vendor management standards
- Calendar blocking & CEO office access
- Staff management (attendance, discipline, drivers)
- Communication protocols (during & after hours)
- Event/meeting preparation checklists

**Qualifications & Skills**
- 3-6 years of experience in administrative or executive support roles
- Strong organizational and multitasking ability
- Excellent verbal and written communication skills
- High proficiency in MS Office, calendar tools, and digital communication platforms
- Ability to handle confidential information with discretion
- Proactive, dependable, and detail-oriented

Work Location: In person