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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.
Job Responsibility:
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
Act as the primary liaison between the Managing Director and internal teams, global stakeholders, and executive assistants, ensuring seamless coordination and timely communication
Prepare meeting agendas, briefs, notes, action items, and follow-ups, ensuring clear visibility and consistent progress on key discussions and decisions
Support, track, and govern MD-led strategic initiatives and cross-functional projects, providing structure, updates, and accountability across departments
Coordinate schedules and deliverables with international stakeholders and manage end-to-end logistics for C-level visits, off-sites, and leadership events in India
Create high-quality presentations, reports, and documentation, leveraging AI tools (e.g., ChatGPT, Perplexity) to enhance speed, accuracy, and impact
Handle sensitive information, NDAs, and internal tool access with the highest level of confidentiality, ensuring strong process adherence and operational integrity
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
Requirements:
2–4 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
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