Office Administrator & Executive Assistant

Job Title: Office Administrator & Executive Assistant Location: Hyderabad, India Employment Type: Full-Time Reports To: Founder / Managing Director / Executive Leadership Role Overview We are seeking a highly professional, detail-oriented, and proactive Office Administrator & Executive Assistant to manage executive support and oversee smooth day-to-day office operations in Hyderabad. This role requires strong coordination skills, operational discipline, confidentiality, and the ability to manage multiple stakeholders in a fast-paced business environment. Key Responsibilities Executive Travel Planning & Management • Plan and coordinate domestic and international travel (flights, hotels, visas, ground transportation). • Prepare detailed travel itineraries and briefing notes. • Manage last-minute travel changes and ensure cost efficiency. • Coordinate expense documentation and reimbursement submissions. • Maintain travel vendor relationships and negotiate corporate rates when applicable. Visitor Greeting & Coordination • Serve as the first point of contact for office visitors, partners, and clients. • Coordinate meeting room scheduling and hospitality arrangements. • Ensure professional reception and visitor experience. • Maintain visitor logs and security coordination where required. General Office Administration & Vendor Management • Oversee daily office operations (facilities, utilities, housekeeping, security, supplies). • Manage vendor contracts and service providers (IT, housekeeping, maintenance, etc.). • Monitor office budgets and track operational expenses. • Ensure timely renewals of contracts, subscriptions, and service agreements. • Maintain organized documentation (physical and digital records). Onboarding & Offboarding Coordination • Coordinate onboarding logistics (workspace setup, IT access, welcome kits). • Ensure documentation and compliance paperwork completion. • Support induction scheduling and cross-functional coordination. • Manage asset handover and clearance during offboarding. • Maintain updated employee records and tracking logs. Employee Engagement Coordination • Support planning and execution of employee engagement initiatives. • Coordinate internal celebrations, recognition activities, and team-building events. • Manage communication for internal announcements. • Assist HR in culture-building initiatives and feedback coordination. Event Planning & Execution • Plan and execute internal meetings, leadership sessions, and company events. • Coordinate venue booking, vendor selection, and logistics. • Manage event budgets and vendor negotiations. • Oversee on-site execution and post-event documentation. Required Qualifications • Bachelor's degree in Business Administration, Commerce, or related field. • 3–7 years of experience in executive assistance or office administration. • Strong proficiency in Microsoft 365 (Outlook, Excel, PowerPoint, Word). • Excellent written and verbal communication skills in English. • High attention to detail and strong follow-up skills. • High level of discretion and confidentiality. Preferred Skills • Experience supporting senior executives. • Exposure to travel coordination (international preferred). • Vendor contract management experience. • Familiarity with HR coordination processes. • Experience in a startup or high-growth organization preferred. Core Competencies • Proactive problem-solving • Strong organizational skills • Multitasking ability • Professional presence • Vendor negotiation capability • Structured execution mindset