Administrative Assistant

Role Overview

Hex Wireless Pvt Ltd is hiring an Administrative Assistant for its Vadodara office. This role is suited to someone who is careful, well-organized, and able to support routine office operations and administrative tasks with consistency. The position involves handling records, coordinating day-to-day office work, keeping documentation in order, and following company policies and procedures.

The ideal candidate will be comfortable working with digital records, maintaining accurate logs, and respecting IT security and confidentiality expectations. Experience with AI-based productivity tools and digital workflow management will be considered an advantage.

Administrative Support

• Help run daily office administrative activities smoothly.
• Organize and update both physical files and electronic documents.
• Draft routine letters, reports, presentations, and other office documents.
• Coordinate calendars, meetings, appointments, travel, and schedules.
• Manage incoming and outgoing communication, including emails, correspondence, and courier-related follow-ups.
• Assist with vendor coordination and procurement tasks whenever needed.

Documentation and Record Keeping

• Keep assigned activity logs and office transaction records accurate and up to date.
• Handle document filing, storage, retrieval, and version tracking properly.
• Ensure records are maintained in a way that supports audits and management review.
• Contribute to the preparation and upkeep of SOPs and administrative records.

Compliance and IT Security

• Follow company policies related to IT security, confidentiality, and data protection.
• Manage sensitive information and company documents securely.
• Protect the privacy of organizational records and internal communications.
• Escalate any compliance concerns, policy breaches, or security risks to the supervisor.

Technology and Process Support

• Work efficiently with office applications, collaboration tools, and AI-enabled productivity software.
• Support data entry, workflow tracking, and other process-management activities.
• Help improve administrative work by using technology effectively.

Qualification and Skills

A bachelor’s degree in Commerce, Business Administration, Management, Computer Applications, or a closely related discipline is required. The role calls for strong communication, sound coordination ability, and a good grasp of office procedures. Candidates should be comfortable using Microsoft Word, Excel, PowerPoint, and Google Workspace, while also maintaining accuracy, professionalism, and confidentiality in all work.

Preferred Certifications

• Office Administration
• Data Security or Information Security Awareness
• Process Management or Quality Management
• AI Fundamentals and AI Productivity Tools

Key Competencies

• Sharp attention to detail
• Strong organization and planning
• Good time management
• Accurate documentation practices
• High confidentiality and integrity
• Analytical problem solving
• Team-oriented collaboration
• Adaptability to new technology

Employment Details

This is a full-time position based in Vadodara, Gujarat. The role reports to the HR Manager. Compensation is offered as per industry standards.