Administration Executive

1. Role Overview

The Admin & PA will be responsible for managing the smooth day-to-day operations of the office

while also providing direct personal assistance to the CEO. This includes administrative

management, staff oversight, travel & logistics, calendar management, meeting coordination,

and ensuring a positive, organized, and efficient work environment.

This is a dynamic, high-impact role at Locobuzz that demands a proactive mindset, strong

communication skills, and strict process adherence. It is designed to be challenging, rewarding,

and a significant learning opportunity.

2. Core Expectations

Always greet and interact with colleagues, visitors, and stakeholders with a smile and

positive attitude.

First thing in the morning, check in with the CEO to understand if there are any

immediate tasks or priorities.

Maintain availability on WhatsApp during working hours for quick communication.

During working hours: Be reachable and responsive.

After office hours: Be available only for urgent requirements.

If all work is completed and no further assistance is required, early departure from office

is permitted (with prior communication).

Be proactive, smart, and a go-getter anticipate requirements before being asked.

Actively keep updated on company happenings, product progress, and team

activities to provide valuable inputs and support decision-making.

Always represent the company with professionalism, initiative, and efficiency.

3. Key Responsibilities

A. Administrative Responsibilities

1. Office Management

Ensure office space is clean, organized, and welcoming.

Implement improvements to office dcor (plants, organization, aesthetics).

1. Vendor & Hotel Relations

Establish and maintain stable relationships with hotels and vendors at recurring

travel locations.

Negotiate and maintain preferred hotel agreements for recurring visits.

1. Travel Management

Maintain a database of frequently visited cities/countries, preferred hotels, and

local travel arrangements.

Create a standard travel SOP including:

Documents required for each trip

Itinerary format

Booking protocols and lead times

4. Office Staff Management - (Support staff and drivers)

Maintain decorum, attendance, and punctuality among staff.

Track staff performance and grooming standards, offering assistance or feedback

as required.

Coordinate with and support drivers, ensuring they have necessary resources

and clarity of tasks.

Foster a disciplined, professional, and collaborative environment.

5. General Administration

Manage calls, correspondence, and office supplies.

Support in employee logistics where necessary.

B. Personal Assistant Responsibilities

Calendar Management

Maintain an up-to-date, accurate, and well-organized CEO calendar.

Be aggressive in scheduling — ensure meetings are purposeful and time slots

are protected.

Document Management

Organize and maintain important documents for Vishal, Nitin, and Shubhi.

Ensure easy and quick access to necessary files.

Meeting Coordination

Prepare and circulate Minutes of Meetings (MOMs) promptly.

Follow up on action items and ensure closure.

Personal Work Alignment

Support the CEO with personal tasks as required.

Meeting Etiquette: Only individuals with pre-scheduled appointments on the

CEO's calendar may meet him directly. If there is no block on his calendar for the

said person, entry is not permitted without prior approval.

1. CEO Office Access & Meeting Etiquette

Ensure the CEO's office remains distraction-free and managed professionally.

Meeting Etiquette: Only individuals with pre-scheduled appointments on the CEO's

calendar may meet him directly. If there is no block on his calendar for the said person,

entry is not permitted without prior approval.

Walk-in Exceptions: CTO, COO, and CGO may access the CEO's office without prior

scheduling as per organizational hierarchy.

4. Work Approach & Behavioural Guidelines

Proactive Engagement: Actively participate in understanding what's happening across

the company — from product updates to team challenges.

Aggressive Task Execution: Move with speed and precision — aim for completion

without unnecessary delays.

Smart Decision-Making: Take initiative, evaluate situations, and make informed choices

without micromanagement.

Confidentiality: Maintain discretion and protect sensitive information at all times.

Professional Conduct: Be courteous, punctual, dependable, and uphold Locobuzz's

culture and standards.

5. SOP & Process Management

The Admin & PA will create and maintain a General Admin SOP covering:

Travel booking process & required documents

Office management standards & vendor protocols

Calendar blocking & access control for CEO's office

Staff management protocols (decorum, attendance, driver coordination)

Communication protocols (during & after working hours)

Checklist for event/meeting preparations