Executive Assistant

Job Listings by Babblebots; Mumbai; On-site; INR 1,200,000 - 2,400,000; Full time

Job summary

A fast-growing fintech startup in India is looking for a highly organized Executive Assistant to provide comprehensive administrative support to the Director. This role involves managing complex schedules, coordinating travel, and handling confidential information. The ideal candidate should have at least 3 years of experience supporting senior executives, demonstrate excellent communication skills, and have a strong proficiency in Microsoft Office and AI tools. This is a full-time position offering a dynamic work environment.

Qualifications

• Minimum of 3 years of experience as an Executive Assistant supporting senior-level executives.
• Proven ability to manage complex schedules and coordinate travel arrangements.
• Strong attention to detail and accuracy.

Responsibilities

• Manage and maintain the executive's complex calendar.
• Arrange domestic and international travel.
• Screen and prioritize incoming emails and correspondence.
• Organize and coordinate meetings.
• Process and reconcile expense reports.

Skills

Organizational skills

Communication skills

Discretion

AI tools knowledge

Microsoft Office Suite

Education

Bachelor's degree in business administration

Tools

Google Sheets

Excel

PowerPoint

Trello

Zoho

Job description

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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 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 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.

Additional Details

• Seniority level: Mid-Senior level
• Employment type: Full-time
• Job function: Administrative