Administrative Assistant

Location: BKC, Mumbai, Maharashtra

Reports To: Senior Management

Industry: Investment Banking / Financial Services

Experience Required: 12 years in executive assistance or administrative roles

Employment Type: Full-Time | In-Office

Job Summary

We are seeking a highly professional, organized, and proactive 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

Executive Calendar & Schedule Management

Manage the MDs 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.

Travel & Logistics Coordination

Organize end-to-end domestic and international travel for MD and otherteam: 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.

Office Administration & Operations

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.

Meeting & Communication Support

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.

Document & Confidential Data Handling

Handle confidential documents and communications with utmost discretion.

Print, file, or prepare presentations and reports for leadership and client meetings.

Support compliance and recordkeeping needs as per industry and company standards.

General Executive Assistance

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).

Work Experience

• 36 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.

Skills & Competencies

• 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.

Work Culture & Expectations

• 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.