Role You will manage the agency's day-to-day administration and operations and also travel when the business needs it. At the office, you keep processes, vendors, assets and documentation in order. On the road, you support the team and leadership at client meetings, events, shoots and offsite projects by handling logistics, coordination and on-ground execution.

Key Responsibilities
Office administration
• Manage daily office operations, including front desk, housekeeping, pantry, stationery and supplies.
• Maintain vendor relationships, quotations, purchase orders and timely payments follow-up (internet, electricity, courier, maintenance, rentals, etc.).
• Maintain asset records for laptops, equipment, furniture and software licences, and coordinate repairs and replacements.
• Support HR with onboarding, attendance, leave records, ID cards, employee documentation and team engagement activities.
• Maintain agency documents such as contracts, NDAs, invoices, compliance papers and filing, both physical and digital.
• Support the accounts team with bills, expense claims, reimbursements and petty cash tracking.
• Schedule meetings, manage calendars, and support leadership with coordination and follow-ups. Travel and on-ground support
• Plan and book travel, accommodation, local transport and visas (where required) for team members and leadership; manage itineraries and costs.
• Travel to client locations, events, shoots,



exhibitions and vendor sites to provide logistics and administrative support.
• Coordinate equipment, materials, branding collaterals, gifts and deliverables for events and shoots, and ensure they arrive on time.
• Handle on-site coordination with venues, vendors, hotels, drivers and local contacts.
• Keep expenses, bills and receipts organised during travel and submit them promptly.
• Represent the agency professionally with clients, vendors and partners during visits.
• Report issues, delays or risks immediately and help resolve them on the spot. Requirements
• 2–5 years of experience in office administration, operations or executive support, preferably at an agency, media or services company.
• Willingness and ability to travel frequently at short notice, including some weekends and extended trips when needed.
• Strong organisation, planning and multitasking skills with attention to detail.
• Valuable written and spoken English and Hindi, polite communication style; working knowledge of Gujarati is a plus.
• Proficiency in MS Office/Google Workspace (Docs, Sheets, Calendar, Gmail) and comfort with tools such as Slack, Zoom, and Trello/Asana.
• Resourceful, calm under pressure and a quick problem solver.
• Basic understanding of vendor negotiation, expense tracking and travel booking platforms.

📌 Administrative Executive (Ahmedabad)
🏢 Adosphere
📍 Ahmedabad