Office Administrator and Executive Assistant

Paytm; United States; On-site; USD 43,000 - 63,000; Full time

Job summary

Paytm Europe is seeking an organized Office Administrator & Executive Assistant to support the CEO and keep our Luxembourg operations running smoothly. The role blends high‑level scheduling with hands‑on office management, procurement and day‑to‑day administration for a growing fintech team.

You will coordinate meetings and travel, manage suppliers and invoices, onboard new staff, and help build scalable processes across Paytm Europe and the wider Paytm group.

Qualifications

• Experience in office administration or executive support.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Comfortable managing multiple priorities and deadlines.
• Confident with Microsoft Office and digital productivity tools.
• Fluency in English; French is highly desirable.

Responsibilities

• Provide day-to-day administrative and PA support to the CEO.
• Coordinate meetings, travel and related arrangements.
• Support preparation and organisation of meetings and documents.
• Assist wider leadership with administrative requirements.
• Manage Luxembourg office day-to-day operations.
• Coordinate office supplies, equipment, facilities and services.
• Maintain records and administrative files.
• Serve as first point of contact for office matters.
• Support purchasing, quotations, suppliers and procurement templates.
• Track invoices, expenses and contracts.
• Coordinate onboarding of new employees and workplace needs.
• Organise internal and external meetings, events and visitors.
• Collaborate across Paytm Europe and broader Paytm group.
• Identify administrative problems and resolve them.

Skills

Organisational skills

Attention to detail

Written communication

Verbal communication

Multitasking

English fluency

French language desirable

Tools

Microsoft Office

Productivity tools

Job description

About Paytm Europe

Merchants deserve better from their payments provider: fairer pricing, faster settlement, easier tools, and support from a partner that understands their business. Paytm Europe Payments S.A. is a CSSF-authorised Payment Institution in Luxembourg, backed by One97 Communications Limited, one of India's largest fintech groups, with the ambition of transforming how SMEs across Europe accept and manage payments. Following launch in Luxembourg, the business will expand into other major European markets. We are building the team and organisation from the ground up, creating an opportunity for people who want to take ownership and help shape how we work.

Role Purpose

We are looking for a highly organised, proactive Office Administrator & Executive Assistant to help keep Paytm Europe running smoothly as we build and grow. This is a broad, hands-on role combining executive support to the CEO with general office administration, purchasing and procurement administration, meeting coordination and day-to-day support for the wider team. You will be someone who sees what needs doing and gets it done.

Key Responsibilities

Executive & Team Support

• Provide day-to-day administrative and PA support to the CEO.
• Coordinate meetings, appointments, travel and related arrangements.
• Support preparation and organisation of meetings, documents and follow-up actions.
• Assist the wider leadership team with administrative requirements where needed.

Office Administration

• Manage the smooth day-to-day running of the Luxembourg office.
• Coordinate office suppliers, equipment, facilities, deliveries and other services.
• Maintain appropriate records, documents and administrative files.
• Act as a practical first point of contact for everyday office matters.

Procurement & Purchasing

• Support purchasing and procurement administration across the business.
• Obtain quotations, coordinate suppliers and complete procurement templates and supporting documentation.
• Track purchase requests, approvals, orders, invoices and contracts.
• Ensure procurement processes and approval requirements are followed.

Finance & Administration Support

• Coordinate invoices, expenses and supporting documentation with Finance.
• Assist with onboarding new employees, equipment and workplace requirements.
• Maintain simple trackers and help ensure administrative actions are completed on time.

Organisation & Coordination

• Help organise internal and external meetings, company events and visitors.
• Coordinate across Paytm Europe and colleagues in the wider Paytm organisation.
• Identify administrative problems and take ownership of resolving them.

Ideal Background

You may currently work as an Office Administrator, Executive Assistant, Personal Assistant, Team Assistant or in a similar coordination role. Experience in financial services or fintech is useful but less important than being highly organised, dependable and comfortable taking responsibility in a fast-moving environment.

Essential Experience

• Experience in office administration, executive support or a similar role.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Comfortable managing multiple priorities and deadlines.
• Confident using Microsoft Office and modern digital productivity tools.
• Fluency in English; French is highly desirable.

Highly Desirable

• Experience supporting senior executives.
• Experience with procurement, purchasing or invoice administration.
• Experience in a regulated, financial services or technology environment.
• Additional European languages.

Personal Attributes

Proactive, organised, discreet and dependable, with a strong service mentality and willingness to take ownership. Comfortable switching between supporting senior executives and handling the practical details that keep a growing business running effectively.

Measures of Success (First 12 Months)

• Establish smooth and reliable office administration.
• Provide effective day-to-day support to the CEO and leadership team.
• Ensure procurement requests and documentation are completed accurately and promptly.
• Build effective relationships with key suppliers and internal teams.
• Create simple, efficient administrative processes as the organisation grows.
• Become the person the team can rely on to get things organised and done.

Why This Role Matters

We are building Paytm Europe from the ground up. As the team grows, strong administration and organisation will be essential to keeping us fast, efficient and focused. This role will provide the practical backbone of our Luxembourg office, supporting the CEO and wider team and helping create an organisation that works well from day one.