Administrative & Executive Assistance (1)

ID: 2829

We are looking for a rock star in India who's a people person and has a knack for getting things done. In the past couple of years, our Bangalore office has experienced rapid growth and needs someone efficient to get the team to the next level.

What you will do:

Manage and maintain office facilities in good condition, including general needs for the Bangalore office
Hospitalize and ensure all visitors and guests receive excellent customer service and are welcomed accordingly
Responsible for general office management and duties including phone calls and email screening, drafting letters, and maintaining overall office conditions
Supervise office assistant and maids to ensure the best service is provided on a daily basis
Manage company assets and maintain them in good condition
Manage and develop close relationships with the landlord, building management team, and vendors
Monitor inventory of office supplies and swags, and manage purchasing of new materials with attention to budgetary constraints
Manage and organize events including sourcing, negotiating and booking suitable venues, dinner and lunch reservations, and management of invitations and attendance
Coordinate and organize company team meetings and activities for both in-office and off-site events such as the annual team outing, sports and wellness activities, team bonding activities, catering arrangements, and quarterly CSR activities
Utilize and monitor costs and expenses for both Operations and People Experience budgets; ensure the most effective utilization under quarterly and annually allocated budgets
Foresee and forecast upcoming activities and quarterly budget requirements
Serve as the primary point of contact for new hire onboarding logistics — including workstation setup, access provisioning coordination, and day-one experience — in partnership with the People team
Support health, safety, and compliance requirements for the office, including maintaining emergency contacts, conducting periodic safety checks, and liaising with building management on regulatory matters
Act as a cultural anchor for the Bangalore office — proactively identifying morale-boosting moments, local team celebrations, and inclusion touchpoints that reflect the company's global values locally
Maintain a real-time office operations tracker (headcount capacity, asset register, vendor contracts, renewal dates) to enable proactive rather than reactive management

What you have:

3–5 years of office management and administrative experience, high-tech company experience preferred
Organized and detail-oriented with multi-tasking abilities
Self-directed and ready to take initiative
Must handle confidential information with discretion and professionalism
Outstanding interpersonal and communication skills for negotiation and collaboration
Ability to work with remote offices around the world
Advanced proficiency in written and spoken English
Experience supporting a 50–100 person office through a period of growth or transition
Proven ability to manage vendor relationships and negotiate cost-effective contracts
Ability to collaborate effectively with global and regional teams and stakeholders on cross-functional projects
Proficiency with tools such as Google Workspace, Slack, or equivalent collaboration platforms
Warm, approachable presence — the kind of person people feel comfortable going to, whether it's a maintenance issue or a sensitive request; the face and heartbeat of the office
High emotional intelligence — able to read the room, manage up, manage across, and de-escalate situations calmly without making things bigger than they need to be
Ownership mindset — doesn't wait to be told; spots a problem and solves it; takes pride in the office running smoothly as a reflection of personal standards
Resilient under pressure — stays composed and solution-focused when multiple things demand attention at once, whether it's a VIP visit, a vendor no-show, or a last-minute event change
Diplomatically assertive — able to push back on unreasonable requests, hold vendors accountable, and set boundaries professionally without burning relationships
Discretion as a default — handles sensitive people, financial, and operational information with maturity and zero drama

As a global company operating in 19 countries across 5 continents, we reflect the human mosaic of the diverse and multicultural world in which we live. We ensure equal opportunities for all of our employees and promote the recruitment of diverse talents to our global teams without consideration of race, gender, culture, or sexual orientation. We value and encourage curiosity, diversity, and innovation from all our employees, customers, and partners.

“As a Customer Obsessed company, we must first be Employee Obsessed. We need to make sure that we provide the team with the tools and resources they need to go All-In.” Oren Kaniel, CEO

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