Terracegate is looking for an Administration & Travel to manage the day-to-day administrative and operational requirements of the office. The role will involve office coordination, facilities, vendor management, employee requirements, events, and end-to-end travel management for senior management and global clients, including visa coordination, international travel arrangements and ground logistics. The ideal candidate should be organised, responsive and highly detail-oriented, with the ability to manage multiple priorities and coordinate effectively with employees, vendors, management and external stakeholders.

Prior experience as an Executive Assistant or in a similar role within an MNC, particularly managing complex domestic and international travel for senior executives or global clients, will be preferred.

Roles & Responsibilities:

Office Administration

- Manage day-to-day office operations and administrative requirements.
- Coordinate housekeeping, pantry, maintenance, stationery and office supplies
- Monitor office facilities and ensure issues are addressed promptly.
- Coordinate with building management and external service providers.
- Maintain office inventory, assets and administrative records.
- Manage procurement of office supplies and other routine requirements.
- Coordinate seating, meeting rooms and other workplace requirements.
- Support employee onboarding with required office arrangements

Vendor Management

- Coordinate with office, facility, housekeeping, maintenance and other vendors.
- Obtain quotations and coordinate purchases as required.
- Track vendor services, invoices and payments.
- Follow up with vendors to ensure timely delivery and resolution of issues.

Administrative Coordination

- Coordinate with HR, Finance,



employees and management on administrative requirements.
- Maintain administrative trackers and records.
- Assist with expense documentation and invoice coordination.
- Support management with ad-hoc administrative and logistical requirements.
- Ensure timely follow-up and closure of assigned tasks.

Travel Management & Client Logistics

- Manage end-to-end travel arrangements for global clients, senior management and otherbusiness stakeholders, including flights, hotels, visas and related travel documentation.
- Coordinate visa and immigration requirements, including application documentation,appointments, supporting letters and follow-ups with relevant agencies and authorities.
- Arrange international and domestic flights, accommodation, airport transfers, local transportationand other travel requirements.
- Coordinate ground logistics for clients, including airport pickups/drop-offs, chauffeurs, localtransportation, meeting transfers and other on-ground requirements.
- Prepare and maintain detailed travel itineraries and ensure all arrangements are confirmed andcommunicated in advance.
- Coordinate with travel agencies, hotels, airlines, visa consultants and other service providers toensure smooth execution of travel plans.

Events & Office Activities

- Coordinate employee events, celebrations, team lunches,



outings and other office activities.
- Manage logistics such as venues, catering, transportation, supplies and vendors.
- Support internal meetings, workshops and team events.
- Maintain an annual calendar of office activities.

Qualification and Experience:

- 2-6 years of experience in office administration, workplace administration, facilities or a similar role.
- Prior experience as an Executive Assistant (EA) or in a similar coordination role with an MNC, with

hands-on experience managing complex domestic and international travel arrangements for seniorexecutives and/or global clients.
- Experience handling visa coordination, multi-city itineraries, flights, accommodation, ground logistics

and last-minute travel changes.
- Strong coordination and follow-up skills.
- Positive written and verbal communication.
- Ability to manage vendors and service providers.
- Good organizational and time management skills.
- Proficiency in Microsoft Office / Microsoft 365.
- Ability to manage multiple requirements simultaneously.
- Strong attention to detail.
- Ability to handle routine as well as last-minute administrative requirements.

Company Description Terracegate is a leading service provider to global family offices and wealth management firms. We provide accounting services for investments including complex private investments. To service the needs of families, Terracegate offers bill payment and accounting for disbursements.

Further supporting the family, we offer related tax support or litigation support, sophisticated security trading accounting (including middle and back office functions) and accounting for family management company vehicles.

📌 Associate- Administration & Travel (Gurugram)
🏢 Terracegate
📍 Gurugram