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.

The ideal candidate will ensure smooth office administration, manage travel and logistics, coordinate calendars, and uphold a well-structured environment. This is a high-visibility role with learning and growth opportunities at Locobuzz.

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

Job Type: Full-time

Work Location: In person