Administrative Assistant

Job Description

-Objective

To ensure seamless administrative support for discovery sessions, client coordination, and operational workflows, enabling efficient session delivery, payment tracking, and team communication while maintaining high standards of organization and compliance with SOPs.

Key Activities

Design session templates, checklists, SOPs, and payment tracking Google Sheets (one-time setup).

Create WhatsApp groups for each Discovery session.

Review prior day's calls and update payment sheets daily.

Manage session schedules, client queries, and WA group task lists (HW/updates).

Follow Session SOPs and coordinate pre-session prep (cleaning, food, materials).

Handle post-session tasks (cleaning, payments, videos, inventory).

Perform weekly data entry, equipment checks, and video coordination with Digital team.

Conduct client reminder and payment follow-up calls weekly.

Coordinate monthly with sales on client numbers and bulk orders (trophies, books, files, certificates).

Arrange graduation day logistics and clothes.

Key Skills Required

Proficiency in Google Sheets (formulas, tracking); WhatsApp group management.

Strong organizational and multitasking abilities.

Excellent communication for client/staff coordination.

Attention to detail for SOP adherence and inventory.

Basic vendor management for orders and logistics.

Qualification Required

Graduate in any discipline (B.Com/BBA preferred for admin/finance exposure).

Certification in MS Office/Google Workspace is a plus.

Experience Required

1-2 years in administrative or operations role, ideally in events, training, or manufacturing setups.

Familiarity with session/event coordination and digital tools.

Location

Surat, Gujarat

Key Responsibility Areas

One-Time Activities

Design and finalize session templates as needed.

Create/ update standard checklists.

Set up a payment tracking Google Sheet with formulas for totals and pending status.

Establish SOPs for various workflows

WA group for every Discovery

Daily Activities

Review the previous day's follow-up calls

Update payment sheets in Google Sheets.

Check the session schedule and confirm any immediate client queries or changes.

Update WA group task list (HW and keep them in the loop)

Follow the Session SOPs

Perform Pre-Session Activities:

(Coordinate with staff for hall cleaning and chair arrangement,

Order food for a break,

Prepare attendance sheets, feedback form,

Arrange water bottles, ID cards, and pens)

Perform Post-Session Activities:

(Hall cleaning

Update payment Google Sheet

Arrange video sessions

Inventory check )

Weekly Activities

Data entry for reference clients.

Equipment checks with Digital team: AC, projector/laptop connection, audio/music system, camera setup.

Coordinate with the Digital team and make copies of the session video footage.

Reminder calls to clients;

Payment calls for pending dues.

Monthly Activities

Coordinate with the sales team to confirm client numbers for all sessions.

Place bulk orders: trophies, books (1st/3rd sessions), files (new clients), certificates.

Arrange graduation day clothes.