Executive Assistant & Office Administrator (m/f/d)

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. 

About the Role

• Executive Support & Calendar Governance: 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. 
• Stakeholder & Communication Management: Act as the primary liaison between the Managing Director and internal teams, global stakeholders, and executive assistants, ensuring seamless coordination and timely communication. 
• Meeting & Follow-up Excellence: Prepare meeting agendas, briefs, notes, action items, and follow-ups, ensuring clear visibility and consistent progress on key discussions and decisions. 
• Strategic & Cross-functional Project Tracking: Support, track, and govern MD-led strategic initiatives and cross-functional projects, providing structure, updates, and accountability across departments. 
• Global Coordination & Leadership Visits: Coordinate schedules and deliverables with international stakeholders and manage end-to-end logistics for C-level visits, off-sites, and leadership events in India. 
• Content, Reporting & AI-enabled Efficiency: Create high-quality presentations, reports, and documentation, leveraging AI tools (e.g., ChatGPT, Perplexity) to enhance speed, accuracy, and impact. 
• Confidentiality & Process Discipline: Handle sensitive information, NDAs, and internal tool access with the highest level of confidentiality, ensuring strong process adherence and operational integrity. 
• Office Administration & Operations: 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. 

About You

• 3–7 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

We recognize that everyone carries a unique set of valuable skills and experiences. If you think you could have an impact even though you don't meet 100% of the requirements, we still encourage you to apply. We want to hear from you!  

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. 

To view more local benefits specific to each office location, please check out this link: Locations - Flix Career

Why Join Flix?

At Flix, you’ll find teams that rally together to overcome challenges and spark creativity. We believe in ownership culture - giving you the freedom to take initiative, make an impact, and shape your own career path.
As we continue to expand across the globe, you can make a real difference in how we work.

If you’re ready to grow and lead your journey, Flix is the place for you!