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

Gurugram, haryana, India -

Full Time

Start Date

Immediate

Expiry Date

25 Mar, 26

Salary

0.0

Posted On

25 Dec, 25

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Executive Support, Calendar Management, Stakeholder Communication, Meeting Coordination, Project Tracking, Office Administration, Microsoft Office, AI Tools, Judgment, Attention to Detail, Proactiveness, Problem Solving, Presentation Skills, Vendor Management, Compliance Documentation, Event Support

Industry

Software Development

Description

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!

Responsibilities

The Executive Assistant & Office Administrator will provide strategic support to the Managing Director while ensuring smooth office operations. Responsibilities include managing the director's calendar, coordinating meetings, and overseeing office administration.