Job Summary
The Administration & Operations Executive will play a key role in ensuring the smooth day-to-day functioning of the ATOAI Secretariat. The position requires a proactive, organized, and technology-friendly professional who can efficiently manage office administration, member services, event coordination, digital platforms, and operational support for the Executive Committee and various committees.
The ideal candidate should possess excellent communication skills, be comfortable working with digital tools and online platforms, and have the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
1. Administration & Office Operations
- Manage the day-to-day operations of the Secretariat.
- Maintain office infrastructure, inventories, assets, and administrative records.
- Ensure smooth coordination between the Secretariat and members (if required)
2. Membership Management
- Maintain and regularly update the membership database.
- Coordination for membership applications, renewals, onboarding, and documentation.
- Respond promptly to member queries and provide timely support.
- Maintain regular communication with members regarding initiatives, events, and updates.
- Support membership drives and engagement activities.
3. Events, Meetings & Programme Coordination
- Coordinate conferences, conventions, webinars, training programmes, meetings, and workshops.
- Manage registrations, logistics, vendor coordination, venue arrangements, participant communication, and event documentation.
- Coordinate with speakers, sponsors, government officials, and industry partners.
- Prepare meeting agendas, presentations, attendance records, minutes, and follow-up action reports.
4. Digital & Technology Support
- Manage online meeting platforms such as Zoom, Microsoft Teams, and Google Meet.
- Support online registration platforms, payment gateways, databases, and digital forms.
- Assist in managing cloud-based documents, shared drives, and digital filing systems.
- Troubleshoot basic IT and technology-related issues within the Secretariat and coordinate with technical vendors when required.
5. Communication & Coordination
- Coordinate with media agencies, designers, photographers, and communication partners.
- Support social media and website content coordination.
- Coordinate website content updates with developers and ensure information remains current.
- Coordinate with vendors, consultants, and service providers while ensuring quality and cost efficiency.
- Coordination for membership applications, renewals, onboarding, and documentation
6. Documentation & Compliance
- Maintain records of meetings, resolutions, agreements, and official correspondence.
- Ensure timely filing and maintenance of statutory and organizational documents.
- Maintain organized digital and physical records.
- Prepare reports, presentations, dashboards, and summaries for the Executive Committee.
7. Operational Support
- Support implementation of ATOAI projects and special initiatives.
- Track action points and ensure timely follow-up with stakeholders.
- Assist in budgeting, procurement coordination, invoice tracking, and vendor documentation.
- Perform additional responsibilities assigned by the General Manager or Executive Committee.
Qualifications & Skills
- Graduate or Postgraduate in Business Administration, Tourism, Hospitality, Management, or a related discipline.
- 2–5 years of experience in administration, operations, event coordination, or association management.
- Excellent written and verbal communication skills.
- Strong organizational and multitasking abilities with attention to detail.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint).
- Comfortable using Google Workspace, Zoom, Microsoft Teams, online forms, CRM systems, and other digital collaboration tools.
- Basic understanding of websites, CMS platforms, online registration systems, and digital workflows.
- Ability to coordinate with multiple stakeholders, government agencies, vendors, and members.
- Self-motivated, resourceful, and capable of working independently while maintaining confidentiality and professionalism.
Key Competencies
- Administration & Operations Management
- Event & Meeting Coordination
- Technology & Digital Literacy
- Stakeholder & Member Relationship Management
- Professional Communication
- Documentation & Reporting
- Vendor Management
- Problem Solving & Initiative
- Time Management & Multitasking
- Team Collaboration
Pay: From ₹30,000.00 per month
Work Location: In person
