Job Description

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