HR and Administrative Assistant

Steer Advisors; Mumbai; On-site; INR 550,000 - 900,000; Full time

Job summary

A mid-sized investment banking firm in Mumbai is seeking a highly professional HR and Office Admin Assistant to support the Managing Director. The role demands exceptional calendar management, travel coordination, and discretion in handling confidential information. Candidates should possess 2–4 years of experience in executive administration or office management, strong organizational skills, and the ability to interact with senior stakeholders. This position requires a proactive approach and the ability to multitask effectively.

Qualifications

• 2–4 years of proven experience in executive administration or office management.
• Experience supporting C-suite executives in banking or consulting is preferred.
• Must be available during core business hours and outside working hours for urgent support.
• Experience supporting C‑suite executives in banking, private equity, or consulting (preferred).
• Exposure to fast‑paced startup or finance‑driven environments.
• Exceptional organizational and time‑management skills.
• Strong command over calendar tools and productivity suites.

Responsibilities

• Manage the MD’s daily calendar and schedule meetings.
• Organize domestic and international travel for MD.
• Oversee daily office operations and inventory management.
• Act as the first point of contact for calls/emails directed at the MD.
• Oversee day-to-day office operations, supplies, and facility maintenance.
• Handle confidential documents and communications with utmost discretion.
• Print, file, or prepare presentations and reports for leadership meetings.
• Support compliance and record-keeping needs as per standards.

Skills

Organizational skills

Time management

Communication

Interpersonal skills

Discretion

Microsoft Office

Google Workspace

Zoom

Education

Bachelor’s degree in Business Administration, Communications, or related field

Executive Assistant certification

Tools

Microsoft Office

Google Workspace

Zoom

Job description

Experience Required: 2–4 years in executive assistance or administrative roles

Employment Type: Full-Time | In-Office | Immediate Joiner

Job Summary

We are seeking a highly professional, organized, and proactive HR and 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

• 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.
• 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.
• 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.
• 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.
• Handle confidential documents and communications with utmost discretion.
• Print, file, or prepare presentations and reports for leadership and client meetings.
• Support compliance and record‑keeping needs as per industry and company standards.
• 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).
• 2–4 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.
• 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.
• 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.