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