Executive Assistant

Job Listings by Babblebots; Mumbai; On-site; INR 600,000 - 800,000; Full time

Job summary

A fast-growing fintech startup in Mumbai is seeking a detailed-oriented Executive Assistant to provide comprehensive administrative support to the Director. The perfect candidate will manage complex schedules, coordinate travel, and handle confidential information with discretion. Strong communication skills and proficiency in Microsoft Office are essential. Candidates should have at least 3 years of experience as an Executive Assistant. This role offers the opportunity to work in a dynamic and innovative environment.

Qualifications

• 3+ years of experience as an Executive Assistant supporting senior-level executives.
• Proven ability to manage complex schedules and coordinate travel arrangements.
• Excellent communication, interpersonal, and organizational skills.

Responsibilities

• Manage and maintain the executive's complex calendar and travel arrangements.
• Draft and prepare professional emails, letters, and reports.
• Organize and coordinate meetings, including booking meeting rooms.

Skills

AI tools (ChatGPT, Notion AI, Perplexity)

Google Sheets

Excel

PowerPoint

Trello

Notion

Asana

CRM tools (Zoho preferred)

Education

Bachelor's degree in business administration

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

We are a fast-growing fintech startup on a mission to democratize investing in India. Our platform simplifies the process of investing in stocks, mutual funds, and cryptocurrencies by providing expertly curated ideas and a seamless user experience.

Role

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative support to the Director. The ideal candidate will be a trusted partner, capable of managing complex schedules, coordinating travel, handling confidential information, and ensuring the smooth and efficient operation of the executive's office. This role requires exceptional communication skills, a strong sense of discretion, and the ability to anticipate needs and prioritize tasks effectively.

Responsibilities

Calendar Management

• Manage and maintain the executive's complex calendar, scheduling appointments, meetings, and travel arrangements.
• Proactively resolve scheduling conflicts and prioritize appointments based on urgency and importance.
• Prepare and distribute meeting agendas and materials.

Travel Coordination

• Arrange domestic and international travel, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries and manage travel-related expenses.
• Handle visa applications and other travel-related documentation.

Communication and Correspondence

• Screen and prioritize incoming emails, phone calls, and correspondence.
• Draft and prepare professional emails, letters, and reports.
• Act as a liaison between the executive and internal/external stakeholders.

Meeting Support

• Organize and coordinate meetings, including booking meeting rooms, arranging catering, and preparing presentations.
• Take accurate meeting minutes and follow up on action items.
• Prepare PowerPoint presentations.

Expense Management

• Process and reconcile expense reports, ensuring accuracy and adherence to company policies.
• Manage and track budgets related to travel and other executive expenses.

Confidentiality and Discretion

• Handle highly confidential information with utmost discretion and professionalism.
• Maintain the security and confidentiality of all executive-related documents and communications.

Project Management

• Assist with special projects and initiatives as assigned.
• Conduct research and compile data to support executive decision-making.

Office Administration

• Maintain organized filing systems, both physical and electronic.
• Order and manage office supplies.
• Perform other administrative tasks as needed.

Technical / AI Skills

• Working knowledge of AI tools (ChatGPT, Notion AI, Perplexity).
• Familiar with Google Sheets, Excel, PowerPoint, and dashboards.
• Basic understanding of project or task management tools (Trello, Notion, Asana).
• Exposure to CRM tools (Zoho preferred) or digital workflows is an advantage.

Qualifications

• Bachelor's degree in business administration.
• Minimum of 3 years of experience as an Executive Assistant supporting senior‑level executives.
• Proven ability to manage complex schedules and coordinate travel arrangements.
• Excellent communication, interpersonal, and organizational skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and accuracy.
• Ability to work independently and prioritize tasks effectively.
• Ability to handle confidential information with discretion.
• Ability to work well under pressure.

Personality Traits

• Dynamic and fast learner — able to adapt to new tools and workflows quickly.
• Strong ownership and follow‑up discipline.
• Calm under pressure, precise in communication.
• Comfortable interacting with senior leadership and external partners.