Admin / Front Office & Executive Assistant

Recruitment Freelancing; Bengaluru; On-site; INR 450,000 - 650,000; Full time

Job summary

Recruitment Freelancing in Bangalore is seeking an Admin / Front Office & Executive Assistant to manage front-office operations, travel desk coordination and executive support. The role requires proactive, organized and tech-savvy candidates who can work with multiple stakeholders and adapt to AI-based productivity tools.

The ideal candidate will handle calendars, meetings, travel bookings and vendor coordination, while maintaining confidentiality and delivering professional communication across

Qualifications

• Any Graduate qualification required.
• 4+ years in Admin/Front Office roles.
• Experience in travel desk coordination.
• Experience with vendor coordination.
• Proficient with MS Office and AI productivity tools.

Responsibilities

• Manage day-to-day front office and admin activities.
• Handle visitors, calls, emails and correspondence professionally.
• Coordinate meeting rooms, appointments and conference arrangements.
• Manage end-to-end travel arrangements for employees and senior management.
• Coordinate with vendors for office services and approvals.
• Prepare agendas, MOMs, presentations and basic reports when required.

Skills

Verbal & written communication

Interpersonal skills

Organizational skills

Multitasking

Tech-savvy & AI tools

MS Office proficiency

Confidentiality

Customer service mindset

Independent work

Problem-solving

Education

Any Graduate

Tools

MS Office Suite

ChatGPT

Microsoft Copilot

Gemini

Outlook

Excel

Job description

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