Job Description
Location: BKC, Mumbai, Maharashtra
Reports To: Senior Management
Industry: Investment Banking / Financial Services
Experience Required: 3–5 years in executive assistance or administrative roles
Employment Type: Full-Time | In-Office
Job Summary
We are seeking a highly professional, organized, and proactive Office Admin Assistant to support our Managing Director and broader leadership team at a fast-paced mid-sized investment banking. This role requires exceptional calendar and travel management skills, discretion in handling confidential information, and the ability to interact with high-profile clients, investors, and stakeholders with poise and professionalism.
Key Responsibilities
Executive Calendar & Schedule Management
·
Manage the MD’s daily calendar: prioritize meetings, block time for key activities, and ensure schedule optimization.
·
Schedule internal and external meetings with investors, clients, regulatory bodies, and board members.
·
Proactively reschedule conflicts and follow up on pending calendar confirmations.
✈️ Travel & Logistics Coordination
·
Organize end-to-end domestic and international travel for MD and other team: flights, hotels, local transport, visas.
·
Prepare detailed travel itineraries with real-time updates and concierge-level service.
·
Liaise with drivers, protocol officers, or security staff for high-profile visits.
Office Administration & Operations
·
Oversee day-to-day office operations: cleanliness, supplies, and facility maintenance.
·
Manage pantry inventory and coordinate orders with vendors for refreshments and office supplies.
·
Maintain a professional, discreet, and welcoming front for guests and stakeholders.
Meeting & Communication Support
·
Set up video/conference calls and in-person meetings, ensuring AV readiness and privacy.
·
Act as the first point of contact for calls/emails directed at the MD; screen and triage appropriately.
·
Maintain contact lists of investors, clients, vendors, and board members with up-to-date details.
·
Arrange meetings and logistics for visitors as needed. Support meeting logistics, including catering, room setup, and agendas.
Document & Confidential Data Handling
·
Handle confidential documents and communications with utmost discretion.
·
Print, file, or prepare presentations and reports for leadership and client meetings.
·
Support compliance and recordkeeping needs as per industry and company standards.
General Executive Assistance
·
Provide hands-on support to MD for personal tasks that affect professional schedules.
·
Track key dates: investor calls, compliance deadlines, board meetings, and deal reviews.
·
Support ad hoc projects and team events, ensuring flawless execution.
·
Following up to Insurance Claims
Qualifications & Skills
Educational Qualifications
- Bachelor's degree in Business Administration, Communications, or related field.
- Executive Assistant certification (preferred but not mandatory).
Work Experience
- 3–6 years of proven experience in executive administration or office management.
- Experience supporting C-suite executives in banking, private equity, or consulting (preferred but not mandatory).
- Exposure to fast-paced startup or finance-driven environments.
️ Skills & Competencies
- Exceptional organizational and time management skills.
- Strong command over Microsoft Office, Google Workspace, Zoom, and calendar tools.
- Excellent verbal and written communication.
- High emotional intelligence and discretion in dealing with confidential information.
- Strong interpersonal skills to liaise with senior stakeholders and clients.
- Ability to multitask and work independently with minimal supervision.
Work Culture & Expectations
- Must be available during core business hours and outside working hours for urgent support.
- Positive, “can-do” attitude with a service-oriented mindset.
- Impeccable attention to detail and a proactive problem-solver.
Reports To: Senior Management
Industry: Investment Banking / Financial Services
Experience Required: 3–5 years in executive assistance or administrative roles
Employment Type: Full-Time | In-Office
Job Summary
We are seeking a highly professional, organized, and proactive Office Admin Assistant to support our Managing Director and broader leadership team at a fast-paced mid-sized investment banking. This role requires exceptional calendar and travel management skills, discretion in handling confidential information, and the ability to interact with high-profile clients, investors, and stakeholders with poise and professionalism.
Key Responsibilities
Executive Calendar & Schedule Management
·
Manage the MD’s daily calendar: prioritize meetings, block time for key activities, and ensure schedule optimization.
·
Schedule internal and external meetings with investors, clients, regulatory bodies, and board members.
·
Proactively reschedule conflicts and follow up on pending calendar confirmations.
✈️ Travel & Logistics Coordination
·
Organize end-to-end domestic and international travel for MD and other team: flights, hotels, local transport, visas.
·
Prepare detailed travel itineraries with real-time updates and concierge-level service.
·
Liaise with drivers, protocol officers, or security staff for high-profile visits.
Office Administration & Operations
·
Oversee day-to-day office operations: cleanliness, supplies, and facility maintenance.
·
Manage pantry inventory and coordinate orders with vendors for refreshments and office supplies.
·
Maintain a professional, discreet, and welcoming front for guests and stakeholders.
Meeting & Communication Support
·
Set up video/conference calls and in-person meetings, ensuring AV readiness and privacy.
·
Act as the first point of contact for calls/emails directed at the MD; screen and triage appropriately.
·
Maintain contact lists of investors, clients, vendors, and board members with up-to-date details.
·
Arrange meetings and logistics for visitors as needed. Support meeting logistics, including catering, room setup, and agendas.
Document & Confidential Data Handling
·
Handle confidential documents and communications with utmost discretion.
·
Print, file, or prepare presentations and reports for leadership and client meetings.
·
Support compliance and recordkeeping needs as per industry and company standards.
General Executive Assistance
·
Provide hands-on support to MD for personal tasks that affect professional schedules.
·
Track key dates: investor calls, compliance deadlines, board meetings, and deal reviews.
·
Support ad hoc projects and team events, ensuring flawless execution.
·
Following up to Insurance Claims
Qualifications & Skills
Educational Qualifications
- Bachelor's degree in Business Administration, Communications, or related field.
- Executive Assistant certification (preferred but not mandatory).
Work Experience
- 3–6 years of proven experience in executive administration or office management.
- Experience supporting C-suite executives in banking, private equity, or consulting (preferred but not mandatory).
- Exposure to fast-paced startup or finance-driven environments.
️ Skills & Competencies
- Exceptional organizational and time management skills.
- Strong command over Microsoft Office, Google Workspace, Zoom, and calendar tools.
- Excellent verbal and written communication.
- High emotional intelligence and discretion in dealing with confidential information.
- Strong interpersonal skills to liaise with senior stakeholders and clients.
- Ability to multitask and work independently with minimal supervision.
Work Culture & Expectations
- Must be available during core business hours and outside working hours for urgent support.
- Positive, “can-do” attitude with a service-oriented mindset.
- Impeccable attention to detail and a proactive problem-solver.
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