Administration Executive in Pune

Key Responsibilities

• Provide administrative support to CEO and senior executives to ensure that office operations run efficiently and company goals and objectives are accomplished.
• Oversee day-to-day office operations and ensure smooth functioning.
• Handle office correspondence, phone calls, emails, and other communications ensuring timely and appropriate responses.
• Assist to the HR Team in maintaining and updating employee records.
• Assist in the onboarding process for new employees, setting up workstations and access to necessary tools.
• Assist in the exit process for collecting company assets and updating the records.
• Maintain accurate records, files, and databases, ensuring confidentiality and data security.
• Manage office supplies, equipment, and inventory, anticipating needs and placing orders when necessary.
• Coordinate with vendors and service providers for new products and services required as well as maintenance of existing products and services.
• Coordinate and oversee office maintenance and repairs, liaising with relevant vendors. Ensure office facilities are well-maintained, clean, and organized.
• Assist with basic bookkeeping tasks, such as tracking expenses, processing invoices, and reconciling accounts
• Arrange travel itineraries, including flights, accommodations, and transportation, for executives and other staff members as required.
• Coordinate meetings, conferences, and events logistics, including venue booking, catering, audio-visual setup, and attendee management.
• Prepare meeting agendas, take minutes, and distribute relevant materials.
• Handle sensitive and confidential information with integrity and discretion.
• Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests.
• Build and maintain positive relationships with internal staff, clients, suppliers, and other stakeholders.
• Act as a point of contact for inquiries and requests, redirecting or responding appropriately.
  
  

Qualifications And Skills

• Bachelor’s or Master’s degree in Business Administration, Office Management, or a related field (preferred but not mandatory).
• Proven experience in office administration, Executive Assistance, or a similar role in a corporate setting.
• Strong written and verbal communication skills, including professional phone etiquette
• Excellent organizational and time management skills, with the ability to handle multiple projects, prioritize tasks, and meet deadlines.
• Experience in overseeing budgets and expenses.
• Experience in developing internal processes and filing systems.
• Proficiency in using office software such as Google Workspace (Sheets, Docs, Slides), email clients, and calendar management tools.
• Attention to detail and accuracy in all work activities.
• Discretion and integrity when handling confidential information.
• Strong interpersonal skills and the ability to work effectively in a team environment.
• Flexibility and adaptability to handle changing priorities and responsibilities.
  
  

About Company: Mindstix Software Labs is an AI-native engineering studio specializing in Strategy, Architecture, UX, Engineering, and CloudOps for enterprise commerce platforms. We primarily work across luxury retail, CPG, eCommerce, and SaaS domains.

We design and build AI-native commerce solutions such as conversational storefronts, semantic search, intelligent personalization, cloud-native DevOps/SRE systems, order management platforms, and other end-to-end digital commerce solutions. Our teams work with cutting-edge technologies across AI-driven commerce, cloud engineering, DevOps/SRE, data engineering, full-stack web development, and MLOps.