Administrative Assistant

At Wellversed, we are committed to fostering growth, innovation, and operational excellence. We are looking for a highly motivated, detail-oriented Administrative Assistant to support leadership and core teams by managing travel, calendars, vendors, documentation, and day-to-day administrative operations with precision and ownership.

Responsibilities

Administrative Operations: Handle routine administrative requests, correspondence, data entry, document circulation, printing, scanning, filing, and coordination with internal teams. Track tasks, deadlines, and pending issues, escalating delays when required.

Travel, Visa & Hospitality: Coordinate travel bookings, accommodation, transport, itineraries, visa documentation, appointments, and visitor arrangements. Track expenses, cancellations, and reimbursements, ensuring all bookings have prior approval and comply with company policies.

Vendor Sourcing & Procurement: Identify vendors and service providers, obtain quotations, prepare comparative statements, and coordinate purchase requisitions, purchase orders, work orders, invoices, deliveries, and payment follow-ups. Maintain vendor records and ensure approvals and budget limits are followed.

Meetings & Site Visits: Schedule meetings, appointments, and site visits; confirm availability, venues, visitor access, attendance, materials, and transport. Maintain records and follow up on assigned action items.

Workplace & Office Administration: Coordinate workspace, meeting rooms, visitor access, internet, facilities, housekeeping, security, and IT requirements. Monitor stationery, consumables, stock registers, and replenishment; report maintenance issues and support office setup, relocation, and onboarding logistics.

Local Outreach & Ground Operations: Research and contact local vendors, agencies, businesses, and service providers. Coordinate local purchases, deliveries, transport, site visits, and other ground activities; verify service completion and resolve or escalate execution issues.

Documentation, Data & Reporting: Maintain accurate administrative records, vendor databases, contact lists, invoices, quotations, travel and reimbursement documents, and operational trackers. Update dashboards and prepare status reports on completed tasks, pending actions, expenses, and issues while protecting confidential information.

Stakeholder Follow-ups: Coordinate with internal teams and external stakeholders to track commitments, approvals, deliveries, and documentation. Communicate progress and dependencies clearly, escalate delays promptly, and close tasks only after confirming completion and updating records.

Process Improvement: Follow SOPs, checklists, and approval workflows. Maintain process documentation, identify recurring inefficiencies or documentation gaps, and suggest practical improvements to strengthen accountability and operational efficiency.

Skills Required

Strong organisational, time-management, and multitasking skills.

Effective communication, coordination, and follow-up abilities.

Proficiency in Microsoft Office or Google Workspace, including spreadsheets, email, documents, and calendars.

Attention to detail in documentation, bookings, and financial records.

Basic knowledge of administration, procurement, vendor management, and travel coordination. ● Cost-conscious decision-making and the ability to work independently within approval processes.

Professionalism, confidentiality, accountability, and a proactive, service-oriented approach.

Qualifications & Experience

Graduate in any discipline; a degree in Business Administration, Travel Diploma, IATA Certification, Commerce, or a related field is preferred.

Minimum 1 year of experience in administration, operations, office coordination, procurement, travel coordination, or a related role.

Hands-on experience in vendor coordination, cross-functional communication, and maintaining operational trackers is an advantage.

Proficiency in spreadsheets, email, documentation, and digital record management is essential.

About Wellversed

Wellversed owns and operates a portfolio of nutrition brands to empower people to attain their most optimal state of wellness. Our brands like Wellcore, YouWeFit, Zero Sugar, Dynamite, Okami and Osmo - enable people to unlock their performance potential and live healthier lives. The brands are made available to our customers through an omni-channel approach including our own eCommerce portal ().

Location

Gurgaon, Haryana

Job Type

Full-time

Pay

Up to ₹125,000.00 per month

Benefits

Health insurance

Work Location

In person