Role Overview

The Admin & Executive Assistant will provide high-level executive secretarial support to the COO while ensuring smooth day-to-day administration of the WeSource Gurgaon office. This role requires excellent organizational skills, strong communication, discretion, and the ability to independently manage multiple priorities.

Key Responsibilities

1. Executive Assistant Responsibilities (COO Support)

- Manage and maintain the COO’s calendar, including scheduling meetings, internal reviews, vendor calls, and time-zone-sensitive coordination with Dubai, UK, Europe, and USA teams.
- Prepare meeting agendas, minutes, follow-ups, and ensure completion of action items.
- Coordinate travel itineraries, bookings, visas, and accommodation for the COO.
- Maintain strict confidentiality and handle sensitive information with discretion.
- Liaise with department heads globally to ensure smooth communication flow.
- Support the COO on operational tracking—dashboards, reports, reminders, and follow-ups.

2. Office Administration

- Oversee day-to-day functioning of the Gurgaon office, ensuring a smooth and organized environment.
- Manage front-desk duties, visitor coordination, courier management, and incoming/outgoing communication.
- Handle office maintenance, housekeeping staff coordination, and ensure timely repairs or facility updates.
- Manage office supplies procurement, including stationery, pantry, cleaning materials, etc.
- Maintain petty cash, expense tracking, and monthly reconciliation.

3. Vendor & Procurement Management

- Source, evaluate, negotiate, and manage local vendors for office supplies, maintenance, logistics, and recurring services.
- Maintain updated vendor contracts, service agreements, and renewal calendars.
- Ensure timely invoicing, payments, and vendor performance tracking.

4. Asset Management





- Manage and oversee the asset tagging, inventory control, and tracking of laptops, monitors, access cards, SIM cards, and other equipment across global offices and warehouses.
- Coordinate with IT for aligning and configuring Asset purchase modules covering new joiner equipment issuance, replacements, and returns across global operations and offices.
- Maintain the master asset register for Global offices and warehouse operations across Dubai, UK, Europe, India and the USA. Conduct monthly reconciliations of physical assets and report any discrepancies.
- Ensure compliance with internal SOPs for asset issuance, returns, repair, and disposal.

5. HR & Operations Support (Light Admin Support to HR/Finance)

- Assist with onboarding logistics: workstation setup, documentation support, induction coordination.
- Manage meeting room bookings, travel desk coordination, and event/meeting arrangements.
- Support with filing, documentation, and compliance-related administrative tasks.

Qualifications & Experience

- Bachelor’s degree in Business Administration, Commerce, or a related field.
- 3-5 years of relevant experience as an Executive Assistant, Office Administrator, or in an administrative operations role.
- Experience supporting senior leadership preferred.
- Strong written and verbal communication skills.
- Proficiency in MS Office (Excel, Word, PowerPoint) and digital collaboration tools.
- Ability to multitask, prioritize, and operate independently in a fast-paced setting.

Key Competencies

- Professional communication and interpersonal skills
- High level of discretion and confidentiality
- Strong organizational and time management skills
- Proactive problem-solving
- Vendor negotiation and coordination
- Attention to detail
- Service-oriented mindset
- Ability to work with global teams

Pay: ₹1,000,000.00 - ₹1,200,000.00 per year

Work Location: In person

📌 Admin & Executive Assistant (Gurugram)
🏢 Wesource Business Solutions
📍 Gurugram