Back Office Executive

INDIAN SCHOOL OF BUSINESS MANAGEMENT AND ADMINISTRATION; Mumbai; On-site; INR 350,000 - 550,000; Full time

Job summary

Indian School of Business Management and Administration in Bhayandar, Mumbai is seeking a proactive Personal Assistant to Operations. You will support the Operations Head with administrative tasks, manage calendars, arrange travel, and prepare MIS reports and MOM to keep operations aligned and on track.

The role requires strong coordination, organization, and communication skills, with discretion for confidential records and banking-related activities.

Qualifications

• Proven experience as personal assistant or executive assistant.
• Proficient in MS Office and document management.
• Ability to manage multiple tasks with discretion.

Responsibilities

• Provide administrative support to the Operations Head.
• Manage calendars, appointments, and travel.
• Prepare MIS reports and MOM.
• Coordinate with internal departments for smooth workflow.
• Handle documentation and confidential records.
• Coordinate with banks for account and payments.
• Manage vendor coordination and procurement.
• Draft professional emails and official correspondence.
• Organize meetings and events.
• Follow up on approvals, payments, and tasks.
• Maintain operational databases and reports.

Skills

MS Office

Organizational skills

Communication

Vendor coordination

Documentation

Deadline oriented

Confidentiality

Job description

Job Summary

We are looking for a proactive, organized, and detail-oriented Personal Assistant to Operations to support the Operations Head in managing day-to-day administrative and operational activities. The ideal candidate should possess excellent coordination, communication, and multitasking skills and be capable of handling documentation, vendor coordination, banking activities, and operational reporting efficiently.

Location

Bhayandar, Mumbai

Key Responsibilities

• Provide administrative and secretarial support to the Operations Head.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare MIS reports, presentations, reports, and Minutes of Meeting (MOM).
• Coordinate with internal departments to ensure smooth operational workflow.
• Handle operational documentation and maintain confidential records.
• Coordinate with banks for account-related documentation, payments, and other banking activities.
• Process and monitor company credit card payments and maintain payment records.
• Manage vendor coordination, procurement activities, and maintain vendor databases.
• Handle customer and vendor queries and ensure timely resolution.
• Draft professional emails, letters, and official correspondence.
• Follow up on pending approvals, payments, and operational tasks.
• Organize meetings, conferences, and official events.
• Maintain operational databases and ensure accurate documentation.
• Assist management in day-to-day operational planning and execution.

Required Skills

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook).
• Strong coordination and follow-up skills.
• Ability to work under pressure and meet deadlines.
• High level of professionalism, confidentiality, and attention to detail.
• Good problem-solving and decision-making skills.