Office Manager

Frequence is the only end-to-end platform for media companies and agencies to grow and automate their advertising sales and operations while integrating owned and operated media. Through its full-stack proposal, workflow, and campaign-management software, Frequence drives revenue with best-in-class tools to sell, optimize, and report omnichannel advertising campaigns.

Frequence is a Madhive Company. Madhive is the leading independent and fully customizable operating system built to help local media organizations build profitable, differentiated, and efficient businesses.  

Learn more about how Madhive and Frequence work together here.

We’re seeking a proactive, highly organized Office Manager/Administrator cum Executive Assistant to lead day-to-day operations in our India office. This role ensures a smooth, efficient, and professional workplace experience while supporting teams across HR, IT, and operations. Someone who can manage several concurrent activities, with strong multitasking, prioritization, organizational, and time management skills. Ideal candidate has 2–4 years of admin experience, takes ownership, and thrives in a fast-paced, cross-functional setting.

What You’ll Do

Office Operations & Vendor Management

• Oversee inventory and restocking of office supplies, pantry items, and disposables.

• Manage vendor relationships (e.g., courier, pantry, stationery, maintenance); request quotes, process invoices, and track deliveries.

• Liaise with building management for repairs, facility issues, and safety compliance (e.g., fire drills, first aid supplies).

• Maintain visitor management protocols, guest badges, and general office security.

Travel, Events & Culture

• Arrange complex domestic and international travel, including hotels, transportation, and itineraries.

• Attend conferences with executives as needed (limited travel required)

• Plan office events, team gatherings, and U.S. leadership visits; handle logistics such as venues, catering, and equipment.

• Support office culture through celebrations, team-building activities, and Google Meet room setups.

Employee Experience & HR Support

• Prepare onboarding kits, manage ID/access cards, and support a seamless first-day experience.

• Collect equipment during offboarding and ensure proper coordination with IT.

• Maintain records of office assets, access logs, and employee-related admin docs.

Executive Assistant to India Head

• Schedule meetings, manage calendars, and balance competing priorities

• Prepare briefing materials and executive bios before meetings and engagements.

• Assist in creating presentations and meeting agendas.

• Coordinate cross-functionally with internal teams for the smooth execution of executive requests and projects

• Arrange complex domestic and international travel, including hotels, transportation, and itineraries

• Attend conferences with executives as needed (limited travel required)

Who you are

• 2–4 years of experience supporting executives, with a background in workplace operations.

• Enthusiastic, resourceful, dependable, and organized with strong attention to detail and the ability to manage multiple priorities.

• Skilled at vendor management, procurement support, and invoice tracking.

• Comfortable with tools like Slack, Google Workspace, and IT ticketing systems.

• Service-oriented, self-motivated, and comfortable taking ownership with minimal oversight.

• Superior verbal and written communication skills and a sharp attention to detail

• Proven ability to handle confidential information with discretion

• “Above and beyond” attitude, no job too big or too small

• A planner with a sense of urgency who has previous experience in office operations.

• Comfortable managing priorities while supporting multiple leaders.

• Highly proficient in PC & Mac Systems, Google Suite, and Microsoft Office.

Nice to Have

• Experience supporting distributed teams or technical departments.

• Familiarity with workplace compliance, safety protocols, and visitor management systems.

• Comfortable working across time zones and adapting to a global support structure.

Some of the industry-leading benefits we offer include

• Competitive salary 

• Group Health Insurance Policy

• Group Accident/Disability Insurance 

• Remote Work Options

• Employee Referral Program

• Food and Beverages

• Stock options

#LI-Onsite

Why Frequence?

Frequence is a dynamic, diverse, innovative, and friendly place to work. We embrace our differences and believe they fuel our creativity. We come from varied backgrounds and think that’s important. Whether it’s taking ideas from previous lives and applying them in different ways or creating something completely new, we are all trail-blazing team players who think big and want to make an impact. 

We are committed to cultivating a culture of inclusion and collaboration. We welcome diversity in education, culture, opinions, race, ethnicity, gender identity, veteran status, religion, disability, sexual orientation, and beliefs.

Please be advised that we will NOT be using third-party recruiting agencies for this search.