Administrative Executive

About the Role

We are seeking a detail-oriented and proactive Administrative Executive to serve as the organizational backbone of our operations across all office locations. This role requires someone who excels at documentation, maintains meticulous records, and can juggle multiple administrative responsibilities while ensuring smooth day-to-day operations.

Key Responsibilities:

Documentation & Communication

• Prepare, review and maintain all organizational documents, records and files with high accuracy
• Draft internal memos, circulars, letters and official correspondence
• Maintain centralized documentation systems accessible to all office locations
• Ensure timely filing and archival of important documents

Multi-Office Coordination

• Serve as the central coordination point for administrative needs across all office locations
• Maintain systematic tracking of administrative requirements, deadlines and deliverables
• Coordinate with teams across locations for seamless information flow

Financial & Banking Administration

• Maintain and organize banking documentation and records
• Track financial administrative requirements and coordinate with accounts team
• Handle petty cash management and expense documentation

Office Management

• Oversee pantry supplies, inventory and vendor management
• Coordinate procurement of office supplies, stationery and general requirements
• Manage vendor relationships for various administrative services
• Ensure maintenance of office assets and equipment

General Administration

• Handle travel arrangements, accommodation bookings for staff and visitors
• Coordinate meetings, events and maintain organizational calendars
• Support HR with documentation for onboarding, attendance and other administrative processes

Essential Qualifications:

• Graduate degree (any discipline); preference for Commerce/Business Administration/Management
• 2-4 years of proven administrative experience, preferably in NGO/development sector
• Excellent written and verbal communication skills in English, Hindi and Gujarati
• Strong proficiency in MS Office (Word, Excel, PowerPoint)
• Understanding of basic accounting and banking processes (preferred)

Must-Have Traits & Skills:

• Exceptional organizational skills

  - ability to create and maintain systematic filing, tracking and documentation systems

• Strong written communication

  - clear, professional writing for memos, letters and internal documentation

• Detail-oriented

  - catches errors, maintains accuracy in records and follows through on tasks

• Multi-tasking ability

  - comfortable handling diverse responsibilities simultaneously without losing track

• Proactive approach

  - anticipates needs and takes initiative without constant supervision

• Reliability

  - consistent follow-through on commitments and deadlines

• Interpersonal skills

  - ability to coordinate with diverse teams and external vendors diplomatically

• Tech-savvy

  - quick to learn new tools and comfortable with digital documentation systems

What Makes a Candidate Stand Out:

• Experience managing administration for multiple locations
• Familiarity with non-profit compliance and documentation requirements
• Experience with Google Workspace/collaborative tools
• Vendor negotiation skills
• Knowledge of local market for procurement in Ahmedabad

How to Apply

Administrative Executive