Administration Executive
- Locobuzz
- 4 - 9 years
- Mumbai
- 4 months ago
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Job Description
1. Role Overview
The Admin & PA will be responsible for managing the smooth day-to-day operations of the office
while also providing direct personal assistance to the CEO. This includes administrative
management, staff oversight, travel & logistics, calendar management, meeting coordination,
and ensuring a positive, organized, and efficient work environment.
This is a dynamic, high-impact role at Locobuzz that demands a proactive mindset, strong
communication skills, and strict process adherence. It is designed to be challenging, rewarding,
and a significant learning opportunity.
2. Core Expectations
Always greet and interact with colleagues, visitors, and stakeholders with a smile and
positive attitude.
First thing in the morning, check in with the CEO to understand if there are any
immediate tasks or priorities.
Maintain availability on WhatsApp during working hours for quick communication.
During working hours: Be reachable and responsive.
After office hours: Be available only for urgent requirements.
If all work is completed and no further assistance is required, early departure from office
is permitted (with prior communication).
Be proactive, smart, and a go-getter anticipate requirements before being asked.
Actively keep updated on company happenings, product progress, and team
activities to provide valuable inputs and support decision-making.
Always represent the company with professionalism, initiative, and efficiency.
3. Key Responsibilities
A. Administrative Responsibilities
1. Office Management
Ensure office space is clean, organized, and welcoming.
Implement improvements to office dcor (plants, organization, aesthetics).
2. Vendor & Hotel Relations
Establish and maintain stable relationships with hotels and vendors at recurring
travel locations.
Negotiate and maintain preferred hotel agreements for recurring visits.
3. Travel Management
Maintain a database of frequently visited cities/countries, preferred hotels, and
local travel arrangements.
Create a standard travel SOP including:
Documents required for each trip
Itinerary format
Booking protocols and lead times
4. Office Staff Management - (Support staff and drivers)
Maintain decorum, attendance, and punctuality among staff.
Track staff performance and grooming standards, offering assistance or feedback
as required.
Coordinate with and support drivers, ensuring they have necessary resources
and clarity of tasks.
Foster a disciplined, professional, and collaborative environment.
5. General Administration
Manage calls, correspondence, and office supplies.
Support in employee logistics where necessary.
B. Personal Assistant Responsibilities
Calendar Management
Maintain an up-to-date, accurate, and well-organized CEO calendar.
Be aggressive in scheduling ensure meetings are purposeful and time slots
are protected.
Document Management
Organize and maintain important documents for Vishal, Nitin, and Shubhi.
Ensure easy and quick access to necessary files.
Meeting Coordination
Prepare and circulate Minutes of Meetings (MOMs) promptly.
Follow up on action items and ensure closure.
Personal Work Alignment
Support the CEO with personal tasks as required.
Meeting Etiquette: Only individuals with pre-scheduled appointments on the
CEOs calendar may meet him directly. If there is no block on his calendar for the
said person, entry is not permitted without prior approval.
5. CEO Office Access & Meeting Etiquette
Ensure the CEOs office remains distraction-free and managed professionally.
Meeting Etiquette: Only individuals with pre-scheduled appointments on the CEOs
calendar may meet him directly. If there is no block on his calendar for the said person,
entry is not permitted without prior approval.
Walk-in Exceptions: CTO, COO, and CGO may access the CEOs office without prior
scheduling as per organizational hierarchy.
4. Work Approach & Behavioural Guidelines
Proactive Engagement: Actively participate in understanding whats happening across
the company from product updates to team challenges.
Aggressive Task Execution: Move with speed and precision aim for completion
without unnecessary delays.
Smart Decision-Making: Take initiative, evaluate situations, and make informed choices
without micromanagement.
Confidentiality: Maintain discretion and protect sensitive information at all times.
Professional Conduct: Be courteous, punctual, dependable, and uphold Locobuzzs
culture and standards.
5. SOP & Process Management
The Admin & PA will create and maintain a General Admin SOP covering:
Travel booking process & required documents
Office management standards & vendor protocols
Calendar blocking & access control for CEOs office
Staff management protocols (decorum, attendance, driver coordination)
Communication protocols (during & after working hours)
Checklist for event/meeting preparations
Job Classification
Industry: IT Services & ConsultingFunctional Area / Department: Administration & FacilitiesRole Category: AdministrationRole: Office AdminEmployement Type: Walk-insContact Details:
Company: LocobuzzLocation(s): Mumbai
Keyskills: Travel Management Calendar Management Meeting Planning Fixing Appointments Letter Drafting Calendaring Secretarial Activities Office Management Travel Booking Visa Processing Hotel Booking
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