Position Summary
We are looking for a proactive, organized, and detail-oriented Office Coordinator / Executive Assistant to provide administrative and coordination support to the Management. The role requires an individual who can ensure smooth office operations, maintain effective communication across departments, and take ownership of assigned tasks while maintaining the highest level of professionalism and confidentiality.
Key Responsibilities
1. Office Coordination
- Ensure the smooth day-to-day functioning of the office.
- Coordinate with all departments to ensure timely completion of assigned work.
- Maintain office records, files, agreements, and important documents in an organized manner.
- Coordinate with vendors, service providers, and external agencies for office-related requirements.
- Monitor office supplies, stationery, housekeeping, maintenance, and other administrative services.
- Track pending tasks and regularly follow up with concerned teams until closure.
- Support Management by ensuring seamless coordination between departments.
2. Communication & Documentation
- Draft professional emails, letters, notices, meeting agendas, and other official communications.
- Prepare reports, presentations, spreadsheets, and other business documents as required.
- Record Minutes of Meetings (MOM) and monitor the implementation of action points.
- Maintain proper documentation of important records, contracts, and correspondence.
- Ensure confidentiality of all business information and official documents.
- Coordinate internal meetings and maintain records of discussions and decisions.
3. Administrative Responsibilities
- Coordinate travel bookings, hotel reservations, and logistics for Management and employees, whenever required.
- Manage meeting schedules, conference room bookings, and visitor coordination.
- Organize internal meetings, events, training sessions, and conferences.
- Liaise with vendors and service providers for administrative and facility-related activities.
- Ensure office infrastructure and administrative systems function efficiently.
- Assist different departments with administrative support as and when required.
4. Special Assignments
- Execute special projects and assignments given by the Management.
- Conduct research and gather information required for business decisions.
- Coordinate with internal teams and external stakeholders to ensure timely execution of Management directives.
- Track project progress and provide regular updates to Management.
- Identify process improvement opportunities and recommend efficient administrative practices.
- Take complete ownership of assigned responsibilities and ensure timely completion without continuous supervision.
Desired Skills
- Excellent written and verbal communication skills.
- Strong organizational and coordination abilities.
- Outstanding follow-up and multitasking skills.
- High level of professionalism, integrity, and confidentiality.
- Strong documentation and record management skills.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
- Ability to work independently while coordinating effectively with multiple stakeholders.
- Problem-solving mindset with attention to detail.
Qualification
- Bachelor's degree in any discipline.
Pay: ₹8,000.00 - ₹12,000.00 per month
Work Location: In person
