Administrative Executive - Office Operations & Global Travel Support

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.

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.

Our global team includes more than 70 highly skilled professionals from diverse backgrounds.

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

We are looking for a smart, proactive, and highly organized Administrative Executive to support office operations and global administrative coordination across teams. This role will primarily be responsible for managing domestic and international travel arrangements, supporting workplace operations, maintaining operational records and expenses, and ensuring smooth administrative processes across the organization.

The ideal candidate should be detail-oriented, resourceful, and comfortable working in a fast-paced startup environment with global stakeholders.

Key Responsibilities

• Manage end-to-end domestic and international travel arrangements including flights, visas, hotels, transportation, travel insurance, and itineraries for employees and leadership teams globally
• Coordinate with employees, leadership, travel agencies, embassies, hotels, and external vendors to ensure seamless travel experiences
• Handle last-minute travel changes, scheduling conflicts, and urgent travel requirements efficiently
• Support day-to-day office administration and operational coordination for the Bangalore office
• Maintain records of travel expenses, office spends, invoices, reimbursements, vendor payments, and operational budgets
• Track and organize administrative records, contracts, bills, and documentation accurately
• Coordinate office supplies, facility management, vendor relationships, and workplace requirements
• Support onboarding logistics, employee administrative requests, and internal coordination activities
• Assist in organizing company meetings, leadership visits, team events, and office activities
• Ensure administrative processes are well-structured, efficient, and compliant with company policies
• Work closely with cross-functional and global teams to support operational requirements

• 1–3 years of experience in administration, office operations, executive support, or travel coordination
• Excellent verbal and written communication skills
• Strong organizational and multitasking abilities
• Smart, proactive, and solution-oriented mindset
• Ability to work independently and manage multiple priorities in a fast-paced environment
• Strong attention to detail and record-management skills
• Good knowledge of Google Workspace/MS Office tools
• Prior experience in a startup environment is a strong plus
• Experience managing international travel arrangements and global coordination will be preferred

• Someone dependable, highly organized, and responsive
• Strong ownership mindset with the ability to handle responsibilities independently
• Professional attitude with excellent stakeholder coordination skills
• Ability to remain calm and efficient under pressure or urgent situations
• A candidate who thrives in dynamic and high-growth environments