Executive - Administration & Operations

<p>Enterprise Bot is the leading provider of GenAI, Conversational AI, and automation software, headquartered in Zurich, Switzerland. Our intelligent virtual assistants and automation tools help organizations improve efficiency, reduce costs, and deliver exceptional customer experiences across industries such as banking, insurance, and logistics. Our mission is to become the world’s #1 AI-driven automation software provider within the next five years.</p> <p>We work with leading companies such as the SIX Group (Swiss Stock Exchange), SWICA, Generali, and others to enhance customer interactions and automate business processes using our cutting-edge Conversational AI technology.</p> <p>Our global team includes more than 70 highly skilled professionals from diverse backgrounds.</p> <p>We foster an open, progressive company culture with state-of-the-art technology and flat hierarchies. At Enterprise Bot, you’ll experience a unique blend of passion, purpose, challenge, and fun.</p> <h2 id="tasks">Tasks</h2> <p>We are looking for a smart, proactive, and highly organized Executive – Administration &amp; Operations to support office administration, employee operations, travel management, asset management, and compliance activities.</p> <p>This is a hands-on role for someone who takes ownership, follows through, and is comfortable managing multiple responsibilities in a fast-paced, global startup environment.</p> <p><strong>Key Responsibilities</strong></p> <ul> <li>Manage day-to-day administration and operational requirements for the Bangalore office, including facilities, office supplies, vendors, and workplace needs.</li> <li>Manage end-to-end domestic and international travel, including flights, hotels, visas, transportation, travel insurance, and itineraries for employees and leadership.</li> <li>Handle last-minute travel changes and urgent requirements efficiently.</li> <li>Support employee lifecycle administration, including onboarding/offboarding coordination, PF, insurance enrolments/nominations, employee records, and related documentation.</li> <li>Manage and maintain records of company assets, including laptops, devices, accessories, allocation, handover/return, and asset inventory.</li> <li>Assist with security and compliance activities, including maintaining documentation, collecting audit evidence, tracking employee acknowledgements, and coordinating with internal teams.</li> <li>Work closely with Finance to provide employee, vendor, travel, expense, and operational data as required.</li> <li>Maintain records of invoices, reimbursements, vendor payments, travel expenses, contracts, bills, and other administrative documentation.</li> <li>Coordinate with vendors and service providers and ensure timely follow-ups and closure.</li> <li>Support company meetings, leadership visits, team events, and other office activities.</li> <li>Maintain well-organized trackers and records and ensure administrative tasks are completed accurately and on time.</li> </ul> <h2 id="requirements">Requirements</h2> <ul> <li>1–2 years of experience in administration, operations, HR administration, travel coordination, or a similar role.</li> <li>Excellent verbal and written communication skills.</li> <li>Strong organizational, multitasking, and follow-up skills.</li> <li>Smart, proactive, hardworking, and solution-oriented with a strong ownership mindset.</li> <li>Ability to work independently and manage multiple priorities.</li> <li>Strong attention to detail and documentation skills.</li> <li>Good knowledge of Google Workspace/MS Office, particularly spreadsheets.</li> <li>Comfortable coordinating with employees, leadership, vendors, and global stakeholders.</li> <li>Experience in a startup or fast-growing organization is a strong plus.</li> <li>Experience with international travel, employee administration, asset management, or compliance documentation will be preferred.</li> </ul> <p><strong>What We’re Looking For</strong></p> <p>Someone who is dependable, responsive, resourceful, and willing to take ownership. You should be comfortable getting things done independently, following up until closure, and handling changing priorities without losing attention to detail.</p> <h2 id="benefits">Benefits</h2> <ul> <li>Opportunity to work in a fast-growing global technology startup.</li> <li>Exposure to global operations, HR, Finance, compliance, and administration.</li> <li>High ownership and opportunities to learn and grow quickly.</li> <li>Opportunity to work closely with leadership and cross-functional global teams.</li> <li>Collaborative and dynamic work environment.</li> </ul>