74 Administrative Staff jobs in Surat

Company Description

Kahani - by i2c Events is dedicated to creating unique and unforgettable love stories for special events. From classic fairy-tale weddings to modern celebrations, we bring your vision to life with carefully crafted themes. Our focus is on creating shareable experiences that are beautiful and impactful, making your event truly unique and memorable.

Position Overview:

We are seeking an dynamic, proactive, and highly organized Administrative Assistant/ Executive Assistant to support our founder with daily operations including meeting coordination, calendar management, travel arrangements, communication, and personal and administrative tasks. This role goes beyond conventional assistant duties and requires someone who can serve as the founder’s voice and right hand, much like the role portrayed by Anne Hathaway in The Devil Wears Prada.

This role demands exceptional follow-up skills, strong integrity, discretion, multitasking abilities, and effective communication.

Key Responsibilities:

• Schedule and coordinate meetings for the founder.
• Manage calendars and send reminders for meetings/events.
• Organize travel and handle related arrangements.
• Draft emails, documents, and manage communication.
• Assist in email management and gradually take over regular communication.
• Assist with task/project management and ensure deadlines are met.
• Provide general administrative support and handle confidential information.
• Manage and follow up on all delegated tasks on behalf of the founder.
• Coordinate and ensure the execution of personal tasks such as appointments, errands, bookings, and household-related work.
• Work closely with team members, conveying tasks from the founder and ensuring completion.
• Maintain detailed follow-up and delegation sheets and ensure timely closures.
• Act as a filter and gatekeeper, managing calls, messages, and meeting priorities.
• Support in internet-based research tasks and summary preparation.

Requirements:

• 2–3 years of experience as an Administrative Assistant, office coordinator, or similar role supporting senior management.
• Proven organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and Google Workspace.
• Excellent command over English – written and verbal.
• Strong working knowledge of Excel (VLOOKUP, Pivot Tables, linking sheets, etc.) is a plus.
• Familiarity with AI tools and software that enhance productivity (e.g., AI scheduling assistants, automated communication tools, data analytics platforms).
• Ability to work independently and manage confidential information.
• Exceptional follow-up and task-tracking skills (this is non-negotiable).
• Job stability – preference for candidates who have not frequently changed jobs.
• Should be honest, self-driven, and willing to go the extra mile.
• Open to managing both professional and personal responsibilities for the founder.

Education:

• Graduation from a Secretarial College or a Bachelor's degree in Business Administration, Management, or a related field (preferred).
• Relevant certifications or additional training in administrative support is a plus.

Salary Range:

• INR 20,000 to 25,000 per month (depending on experience and skill level)

• Manage and maintain executive calendars, scheduling appointments, meetings, and travel arrangements.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Prepare and proofread documents, reports, presentations, and other materials.
• Organize and maintain physical and digital filing systems.
• Coordinate meeting logistics, including room bookings, catering, and preparing agendas and minutes.
• Greet visitors and direct them to the appropriate personnel.
• Manage office supplies and inventory, placing orders as needed.
• Provide general administrative support to various departments as required.
• Assist with event planning and execution.
• Ensure the office environment is organized and presentable.

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• Minimum of 2 years of experience in an administrative or office support role.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and manage workload effectively.
• Professional demeanor and strong interpersonal skills.
• Attention to detail and accuracy.
• Discretion and ability to handle confidential information.

• Managing and directing incoming calls and emails.
• Greeting visitors and directing them to the appropriate personnel.
• Scheduling and confirming appointments, meetings, and travel arrangements.
• Maintaining and organizing physical and digital filing systems.
• Preparing reports, presentations, and correspondence.
• Managing office supplies and inventory.
• Assisting with data entry and database management.
• Handling general office inquiries and providing information.
• Coordinating internal and external meetings.
• Supporting other departments with administrative tasks as needed.
• Ensuring the office is tidy and presentable.
• Processing mail and shipments.
• Assisting with basic bookkeeping and expense tracking.
• Implementing and maintaining efficient administrative procedures.
• Providing a professional and welcoming first point of contact for the organization.

• Manage office operations, including supply inventory and equipment maintenance.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Handle incoming and outgoing correspondence, including emails and mail.
• Maintain organized filing systems, both physical and digital.
• Prepare reports, presentations, and other documents.
• Assist with onboarding new employees and managing HR-related administrative tasks.
• Provide general administrative support to management and staff.
• Manage office reception and greet visitors.
• Ensure the office environment is tidy and functional.
• Support event planning and coordination.

• High school diploma or equivalent; Associate's or Bachelor's degree is a plus.
• Minimum of 3 years of experience in an administrative or office management role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality.
• Experience working in a hybrid environment, with collaboration in the **Surat, Gujarat, IN** office.

• Manage executive calendars and schedule appointments.
• Coordinate meetings, prepare agendas, and take minutes.
• Make travel arrangements, including flights, hotels, and ground transportation.
• Handle incoming and outgoing mail and courier services.
• Prepare reports, presentations, and correspondence.
• Maintain organized physical and digital filing systems.
• Manage office supplies and inventory.
• Greet visitors and provide a professional first impression.
• Assist with event planning and coordination.
• Provide general administrative support to the team.
• Handle confidential information with discretion.
• Answer and direct phone calls.

• High school diploma or equivalent; Associate's degree preferred.
• Proven experience as an Administrative Assistant or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational and time management skills.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize tasks effectively.
• Discretion and confidentiality are essential.
• Professional attitude and demeanor.
• Attention to detail.

• Manage and maintain office administrative systems and procedures.
• Oversee the procurement and management of office supplies, equipment, and stationery.
• Coordinate internal and external communication, including managing phone lines, emails, and postal services.
• Organize and maintain filing systems, both physical and digital, ensuring information is readily accessible and confidential.
• Prepare and disseminate correspondence, memos, reports, and other business documents.
• Manage meeting schedules, book meeting rooms, and arrange for catering when necessary.
• Assist in the onboarding process for new employees, ensuring all necessary paperwork and resources are available.
• Handle visitor reception and direct inquiries appropriately.
• Maintain employee records and ensure data accuracy and confidentiality.
• Coordinate travel arrangements and accommodations for staff as needed.
• Assist in budget tracking and expense management for the administrative department.
• Ensure the office premises are clean, organized, and meet safety standards.
• Liaise with vendors and service providers to ensure timely delivery of goods and services.
• Support the implementation of new administrative initiatives and policies.
• Resolve administrative queries and issues from staff members promptly.
• Maintain an efficient and organized front desk operation.

• Proven experience as an Administrative Officer, Office Manager, or in a similar senior administrative role.
• Exceptional organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office software.
• Strong communication and interpersonal skills.
• Ability to multitask and manage time effectively in a busy office environment.
• Discretion and a commitment to maintaining confidentiality.
• Proactive problem-solving abilities and a resourceful approach to tasks.
• Experience working in **Surat, Gujarat, IN** is advantageous.
• A degree or diploma in a relevant field is preferred.

• Manage and maintain office filing systems, both physical and digital.
• Schedule and coordinate meetings, appointments, and travel arrangements for staff.
• Handle incoming and outgoing correspondence, including emails, phone calls, and mail.
• Prepare reports, presentations, and other documents as needed.
• Assist with office supply management and inventory.
• Greet visitors and manage reception duties as required.
• Provide administrative support to various departments as assigned.
• Maintain confidentiality of sensitive information.
• Organize and manage company events and meetings.
• Ensure the smooth day-to-day operation of the office environment.

• High school diploma or equivalent required; Associate's degree or relevant certification is a plus.
• Proven experience as an Administrative Assistant, Office Assistant, or in a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication abilities.
• Attention to detail and accuracy in work.
• Ability to work independently and as part of a team.
• Experience with office equipment and administrative technologies.
• Adaptability to a hybrid work model, demonstrating flexibility and responsibility.
• A proactive attitude and willingness to take initiative.