Admin / Front Office & Executive Assistant

Admin / Front Office & Executive Assistant

Location: Bangalore

Experience: 4+ Years

Qualification: Any Graduate

Employment Type: Full-Time

Role Overview

We are looking for a proactive, well-organized and tech-savvy Admin / Front Office & Executive Assistant to manage front-office operations, administrative activities, travel desk coordination and executive support. The ideal candidate should have excellent communication and coordination skills, be comfortable working with multiple stakeholders, and have a good understanding of modern digital and AI-based productivity tools.

Key Responsibilities

Front Office & Administration

Manage day-to-day front office and administrative activities.

Handle visitors, incoming calls, emails and general correspondence professionally.

Coordinate meeting rooms, appointments, conference arrangements and office requirements.

Maintain administrative records, documents and reports.

Coordinate with internal departments for smooth office operations.

Ensure office facilities and administrative requirements are properly managed.

Travel Desk & Travel Coordination

Manage end-to-end domestic and international travel arrangements for employees and senior management.

Coordinate flight/train bookings, hotel reservations, airport transfers, transportation and other travel requirements.

Manage travel itineraries and provide timely travel-related information.

Coordinate with travel agencies, hotels, cab operators and other travel vendors.

Maintain travel records and assist with travel expense documentation and reconciliation.

Handle last-minute changes, cancellations and travel-related requirements efficiently.

Executive Assistance

Provide administrative and coordination support to senior management/leadership.

Manage calendars, appointments, meetings and schedules.

Coordinate meetings with internal and external stakeholders.

Prepare meeting agendas, MOMs, presentations and basic reports when required.

Follow up on action items and ensure timely closure of assigned activities.

Handle confidential information and correspondence with professionalism.

Vendor Coordination

Coordinate with vendors for office administration, travel, transportation, housekeeping, facility management, courier and other services.

Obtain quotations, compare commercial proposals and coordinate approvals.

Track vendor deliverables, invoices, payments and service issues.

Maintain vendor records and ensure timely resolution of operational concerns.

Technology & AI Tools

Should be comfortable using modern digital tools for administrative and productivity purposes.

Good working knowledge of MS Office Word, Excel, PowerPoint and Outlook.

Should have exposure to AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar productivity tools.

Use AI and digital tools for drafting emails, preparing reports, meeting summaries, presentations, research and administrative tasks.

Should be willing to learn and adopt new technology and automation tools to improve administrative efficiency.

Required Skills

Excellent verbal and written communication skills.

Strong interpersonal and stakeholder-management skills.

Good organizational and multitasking abilities.

Strong follow-up and coordination skills.

Tech-savvy with a willingness to adopt new digital and AI tools.

Good knowledge of MS Office and general office systems.

Strong attention to detail and ability to maintain confidentiality.

Professional personality with a customer-service-oriented approach.

Ability to work independently and manage multiple priorities.

Good problem-solving and decision-making skills.

Desired Candidate Profile

4+ years of relevant experience in Administration, Front Office, Executive Assistant, Travel Desk, Office Coordination or similar roles.

Any Graduate qualification.

Prior experience handling travel desk and travel arrangements is mandatory/preferred.

Experience in vendor coordination and office administration.

Candidates who are tech-savvy and have practical exposure to AI productivity tools will be preferred.

Should have a professional appearance, positive attitude and excellent communication skills