Administrative Head

Hiring: Executive Assistant / Business Operations Manager

Location: Gurgaon

Employment Type: Full-Time

Experience: 1–5 Years

Reporting To: Founder / Head of the Company

About the Role

We are looking for a highly organized, proactive, and responsible Executive Assistant / Business Operations Manager who can work closely with the Founder/Head of the Company and take ownership of the company's day-to-day administrative and operational activities.

This is a multifunctional role involving finance, accounts, project coordination, HR, client/vendor management, administration, and marketing support. The ideal candidate should be someone who can independently manage multiple responsibilities and ensure that the office and projects run smoothly.

Key Responsibilities

• Finance & Accounts

1. Manage day-to-day financial and accounting activities.
2. Maintain records of invoices, payments, expenses, and project accounts.
3. Coordinate with accountants, CA, and other financial consultants.
4. Assist in GST, TDS, and other statutory filings and documentation.
5. Track receivables, payables, and project-wise financial records.
6. Prepare basic financial reports, MIS, and management summaries.

• Project & Client Coordination

1. Maintain and monitor project accounts and documentation.
2. Coordinate with clients, vendors, contractors, and service providers.
3. Schedule and coordinate meetings, calls, and follow-ups.
4. Track project-related payments, quotations, invoices, and deliverables.
5. Ensure timely communication and follow-up with all stakeholders.

• Office Administration

1. Handle the overall administrative operations of the office.
2. Maintain important company documents, records, agreements, and files.
3. Coordinate schedules, meetings, appointments, and official communication.
4. Manage day-to-day requirements of the Founder/Head of the Company.

• HR & Team Management

1. Assist with recruitment, onboarding, attendance, and employee documentation.
2. Coordinate with employees regarding day-to-day HR requirements.
3. Maintain HR records and support payroll coordination.
4. Assist in creating a structured and efficient workplace environment.

• Marketing Support

1. Coordinate with marketing agencies, freelancers, and vendors.
2. Assist in planning and executing basic marketing activities.
3. Coordinate content, social media, campaigns, and marketing requirements.
4. Support the Founder with business development and marketing-related activities when required.

• What We’re Looking For

1. Strong organizational and multitasking skills.
2. Excellent communication and follow-up abilities.
3. Good knowledge of MS Excel, Word, Google Workspace, and office tools.
4. Understanding of basic accounting, GST, TDS, invoicing, and financial documentation.
5. Ability to coordinate confidently with clients, vendors, employees, and external consultants.
6. High level of confidentiality, responsibility, and professionalism.
7. Ability to work independently and take ownership of tasks.
8. Strong problem-solving and decision-making skills.
9. Attention to detail and ability to manage multiple priorities simultaneously.

Ideal Candidate

The ideal candidate is someone who enjoys taking overall ownership, can work closely with the Founder, and is comfortable handling different aspects of a growing business rather than being restricted to a single department.

If you are someone who can manage accounts, coordinate projects, handle administration, support HR, communicate with clients and vendors, and keep the Founder organized, we would love to hear from you.