Executive Assistant

databaum; Dadri; On-site; INR 550,000 - 950,000; Full time

Job summary

databaum seeks a highly organized Executive Assistant to support the founder, coordinating across India and Europe. The role covers admin, back-office tasks, GST filing, invoicing, and CRM data maintenance to enable leadership focus on growth.

You will build trackers and dashboards in Excel, manage emails, schedule interviews, arrange travel, and ensure confidentiality. This is a full-time, mostly remote position with quarterly Noida office days.

Qualifications

• 4+ years as personal secretary or EA.
• Fluent in written and spoken English; Hindi a plus.
• Proficient in Excel formulas and pivot tables.
• Knowledge of GST filing, invoicing, and expense tracking.
• Experience with Zoho One suite (Zoho Books, CRM, Analytics).
• Full-time with mostly remote work and quarterly Noida office days.
• Confidentiality and NDA experience.

Responsibilities

• Build trackers, expense sheets, and dashboards; deliver weekly metrics.
• Triage email, draft replies, follow up on threads.
• Create client/vendor invoices; maintain payment tracker.
• Prepare GST returns; coordinate with CA/accountant on deadlines.
• Enter/update CRM and Zoho Books records.
• Organize invoices/receipts; log expenses; prepare summaries.
• Format reports and maintain cloud filing in Zoho One.
• Coordinate founder with IT India and Germany marketing/sales hires.
• Schedule interviews; handle onboarding paperwork.
• Capture meeting notes; track action items.
• Arrange travel: flights, hotels, visas; prepare itineraries.
• Follow up with suppliers/customers/partners.
• Manage office supplies and Noida office days.

Skills

Executive experience

English fluency

Excel proficiency

GST invoicing

Zoho One

Tools

Zoho Books

Zoho CRM

Zoho Analytics

MS Office

Job description

Job Description

Job Summary

We are seeking a highly organized and reliable Executive Assistant to support our founder at databaum (https://databaum.ch/ ). This role involves managing day-to-day administrative and backend tasks to ensure smooth operations across our teams in India and Europe, enabling leadership to focus on strategic growth.

Responsibilities

• Build and maintain trackers, expense sheets, and dashboards using Excel formulas and pivot tables; deliver a weekly report with key business metrics.
  
• Triage email, flag urgent items, draft routine replies, and follow up on pending threads.
  
• Create client and vendor invoices, send them out, and maintain a payment tracker for follow-ups.
  
• Prepare and file GST returns and coordinate with the company’s CA/accountant on TDS and other statutory deadlines.
  
• Enter and update records in the CRM and Zoho Books, logging contacts, transactions, and financial entries.
  
• Organize invoices and receipts, log expenses, and prepare simple summaries for accounting.
  
• Format reports, presentations, and spreadsheets and maintain an organized cloud filing system (Zoho One).
  
• Act as a point of contact between the founder, the IT team in India, and the marketing/sales hire in Germany—chasing updates and ensuring alignment.
  
• Coordinate interview scheduling and handle basic onboarding paperwork for new hires.
  
• Capture meeting notes and track action items to ensure decisions are executed.
  
• Arrange flights, hotels, visas, and prepare itineraries for business trips.
  
• Handle routine follow-ups with suppliers, customers, and partners to prevent missed communications.
  
• Manage office supplies and logistics for quarterly or half-yearly Noida office days.
  

Requirements

• Minimum 4 years of proven experience as a personal secretary, executive assistant, or in an administrative/back-office role. Applications with less than 4 years' experience will not be considered.
  
• Fluency in written and spoken English is essential; Hindi is a plus for local coordination.
  
• Proficiency with Excel, including formulas, pivot tables, and building trackers and reports.
  
• Hands-on knowledge of GST filing, invoicing, and expense tracking.
  
• Comfortable with MS Office and the Zoho One suite (Zoho Books, CRM, Analytics).
  
• Full-time position with mostly remote work and quarterly or half-yearly office days in Noida, India.
  
• Competitive salary linked to experience.
  
• Opportunities for professional growth in a fast-moving, flat-hierarchy team.
  
• Exposure to international operations across India and Europe.
  
• A central, trusted role working directly with the founder of a mission-driven startup.
  
• Strict confidentiality and NDA required for handling sensitive business, financial, and personal information.