Executive Assistant & Office Administrator (m/f/d)

At Flix, we offer a dynamic work environment with competitive pay, strong growth opportunities, and a tech-driven approach to making travel more accessible, sustainable, and affordable.

We’re looking for a proactive and organized Executive Assistant & Office Administrator to support our Managing Director – India, Surya Khurana, in Gurugram. In this hybrid role, you will provide strategic executive support while ensuring seamless day-to-day office and administrative operations.

You will work closely with senior leadership to manage priorities, meetings, and communications, support cross-functional initiatives, and maintain operational excellence across the office. The ideal candidate brings strong judgment, discretion, and the ability to seamlessly shift between high-level coordination and hands-on execution in a fast-paced environment.

This is an excellent opportunity for someone who enjoys working closely with leadership and aspires to grow into a trusted business partner and strategic enabler.

About The Role

• Executive Support & Calendar Governance: Manage the Managing Director’s calendar, priorities, and inbox, including meeting structuring, time-blocking, request gatekeeping, and monthly time-spend reviews to improve effectiveness and focus.
• Stakeholder & Communication Management: Act as the primary liaison between the Managing Director and internal teams, global stakeholders, and executive assistants, ensuring seamless coordination and timely communication.
• Meeting & Follow-up Excellence: Prepare meeting agendas, briefs, notes, action items, and follow-ups, ensuring clear visibility and consistent progress on key discussions and decisions.
• Strategic & Cross-functional Project Tracking: Support, track, and govern MD-led strategic initiatives and cross-functional projects, providing structure, updates, and accountability across departments.
• Global Coordination & Leadership Visits: Coordinate schedules and deliverables with international stakeholders and manage end-to-end logistics for C-level visits, off-sites, and leadership events in India.
• Content, Reporting & AI-enabled Efficiency: Create high-quality presentations, reports, and documentation, leveraging AI tools (e.g., ChatGPT, Perplexity) to enhance speed, accuracy, and impact.
• Confidentiality & Process Discipline: Handle sensitive information, NDAs, and internal tool access with the highest level of confidentiality, ensuring strong process adherence and operational integrity.
• Office Administration & Operations: Oversee office operations, real estate and workspace coordination (e.g., WeWork), vendor and procurement management, compliance documentation, event and meeting support, and coordination with finance and internal stakeholders.
  
  

About You

• 3–7 years of experience as an Executive Assistant, Office Administrator, Chief of Staff Associate, or in a similar leadership-support role.
• Bachelor’s or Master’s degree in any discipline with proven expertise in Outlook, Microsoft Office (PowerPoint, Excel, Word), and strong presentation skills.
• Experience managing office administration and operations, including vendors, procurement, compliance documentation, event and meeting support, and basic finance coordination.
• Proven experience supporting senior leadership in fast-paced, high-growth, or globally distributed organizations.
• Strong capability in calendar management, executive coordination, and stakeholder communication, with the ability to manage multiple priorities seamlessly.
• High proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) with strong documentation and presentation skills.
• Comfortable using AI productivity and project management tools (e.g., ChatGPT, Perplexity, Asana, Trello) to drive efficiency and structure.
• Demonstrated proactiveness, sound judgment, and attention to detail, with the ability to anticipate needs and solve problems independently
  
  

We recognize that everyone carries a unique set of valuable skills and experiences. If you think you could have an impact even though you don't meet 100% of the requirements, we still encourage you to apply. We want to hear from you!

What We Offer

• Travel perks: 12 free Flix vouchers + 12 discount vouchers for friends & family.
• Work from (M)Anywhere: Depending on your role, work from another location for up to 6 weeks per year.
• Hybrid work model: We are an office-first company, but we offer flexibility to balance work and life.
• Wellbeing support: Access confidential 1:1 counselling, courses, and stress management for yourself and up to four family members.
• Learning & Development: Take advantage of language classes, training courses, and expert-led sessions to grow your skills.
• Mentoring Program: Connect with experienced colleagues to gain insights and accelerate your career.
  
  

To view more local benefits specific to each office location, please check out this link: Locations - Flix Career

Why Join Flix?

At Flix, you’ll find teams that rally together to overcome challenges and spark creativity. We believe in ownership culture - giving you the freedom to take initiative, make an impact, and shape your own career path.

As we continue to expand across the globe, you can make a real difference in how we work.

If you’re ready to grow and lead your journey, Flix is the place for you!