Manage daily office administration, including visitor and mail coordination, executive calendars, meeting rooms, travel itineraries, procurement, expense and invoice records, onboarding support, workspace setup, staff directories, documentation, presentations, and meeting minutes. The role supports vendors, finance, HR, and internal team operations across India, UK, and US time zones.
Job Summary
We are looking for an organized Executive Assistance & Office Administrator to handle daily clerical tasks, coordinate team operations, and support our fast-paced IT office. You will act as the operational backbone of the branch, assisting with vendor relations, billing, and internal events.
Please note candidate needs to be flexible to work in India, UK and US time zones.
Requirements
Key Responsibilities
- Office Coordination: Greet visitors, route phone inquiries, and manage incoming/outgoing postal mail and packages.
- Calendar Management: Coordinate executive diaries, book meeting rooms, and plan corporate travel itineraries.
- Procurement: Maintain records and place orders for office stationery, snacks, and basic employee hardware/supplies.
- Financial Administration: Log company expenses, cross-reference vendor invoices, and liaise directly with the central finance team.
- HR & Onboarding Support: Organize new-hire paperwork, coordinate workspace setups, and maintain internal staff directories.
- Documentation: Create, format, and organize digital files, presentations, and team meeting minutes.
Requirements & Qualifications
- Experience: 1–3 years of experience working as an office assistant, administrator, or receptionist.
- Software Competency: Expert proficiency in Microsoft Office (Word, Excel, PowerPoint) , Recruitment, CRM and accountancy softwares.
- Communication: Exceptional written and spoken communication skills with a professional demeanor.
- Organizational Skills: Proven multitasking abilities with strict attention to fine details and file structures.
- Industry Awareness: Prior experience working in a tech startup or IT consulting firm is a major plus
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Once a far-out concept, AI is now a tangible force reshaping industries and economies worldwide. While its adoption will automate some roles, AI has created more jobs than it has displaced, with an expected 97 million new roles to be created in the coming years. This is especially true in cities like Pune, which is emerging as a hub for companies eager to leverage this technology to develop solutions that simplify and improve lives in sectors such as education, healthcare, finance, e-commerce and more.
