Administrative Assistant 3

We're looking for a highly organized and proactive Office Administrator to be the backbone of our Bangalore office. This is a dual-focused role where you will primarily be responsible for the smooth operation of our office facilities and logistics (procurement, shipments, and maintenance) while also providing dedicated administrative support to our Vice President in Bangalore.

The ideal candidate is a problem-solver who can manage multiple tasks with a strong attention to detail and a positive, can-do attitude

● Procurement: Manage the procurement of office supplies, pantry items, and equipment. This includes vendor sourcing, price negotiation, purchase order creation, and inventory management.
● Shipment & Logistics: Oversee all incoming and outgoing shipments, couriers, and mail. You’ll be responsible for coordinating with logistics partners and ensuring timely delivery and dispatch.
● Facilities Management: Serve as the primary point of contact for all office maintenance and repairs. This includes coordinating with building management and external vendors for housekeeping, security, and general upkeep to ensure a safe and productive work environment.
● Organize and coordinate the company events for venue, hotel, food and other logistics arrangements
● Booking flight and hotel tickets as needed and also working with travel agency to get the same booked
● Development of administrative policies/processes

Executive Support (40%)
● Calendar Management: Proactively manage the Vice President's schedule, including
scheduling internal and external meetings, appointments, and calls.
● Travel Arrangements: Handle all travel logistics for the Vice President, including
booking flights, hotels, and ground transportation, and creating detailed itineraries.
● Expense Reporting: Prepare and submit expense reports, ensuring all documentation is accurate and submitted on time.

Proven experience in an administrative or office management role, preferably in a fast-paced corporate environment. Experience in a dual-support role is a plus.

Skills:

●Strong organizational and time-management skills.

●Excellent verbal and written communication skills.

●Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace.

●Strong problem-solving abilities and a proactive mindset.

●Ability to handle confidential information with discretion.

Attributes:

● A positive, professional, and service-oriented attitude.

●Ability to work independently with minimal supervision.

●A strong sense of ownership and accountability