Project and Operations Assistant - Motilal Oswal Centre for Capital Markets

About/ Summary (of Centre or Project): The Motilal Oswal Centre for Capital Markets (MOCCM) has been established to lead research in capital markets in addition to offering degree and certificate programmes in financial markets. The Centre aims to advance knowledge, innovation, and leadership for the sustainable growth of financial markets.

Job Purpose

A highly organized person to manage the day-to-day operations of the Motilal Oswal Centre for Capital Markets (MOCCM) and provide executive support to the Program Director.

Key Responsibilities

1. Office management & infrastructure:

• Space ownership: Ensure office is fully functional and professional. Manage housekeeping staff, access, and maintenance (ACs, internet, printers).
• Procurement & inventory: Manage the end-to-end purchasing process for office supplies, IT infrastructure / peripherals, etc. Handle vendor negotiations, generate Purchase Orders (POs), and verify invoices.
• Asset management: Maintain the asset register for all Centre equipment (laptops, furniture, servers) and ensure physical verification protocols.

2. IIT ecosystem & logistics coordination:

• "Coordinator": Liaison with internal IIT Bombay departments (ACR, DRF, Estates Office, Accounts, etc) to move files, get approvals, and book venues.
• External logistics: You will be responsible for booking and setting up external meeting rooms, conference halls, or classrooms within the campus for larger meetings and academic sessions.
• Bill processing: Ensure all vendor bills and reimbursements are processed through the IIT accounts system in a timely manner.

3. Executive support:

• Visitor management: Act as the first point of contact for visitors (CEOs, senior faculty), ensuring they are received and hosted professionally.
• Calendar & logistics: Manage the Program Directors schedule, ensuring conflict-free meetings. Handle all travel logistics (flights, accommodation, cabs) and expense reimbursements.
• Correspondence: Support with formal emails, letters, and memos, as required.

Desired Profile

• Qualification: Minimum bachelors degree (any discipline).
• Experience: 3-5 years of experience in office administration, executive support, and/or facility management.
• "No task too small" attitude: You are comfortable sorting out the xerox machine in the morning and negotiating a contract for IT equipment in the afternoon.
• Tech proficiency: Strong command of MS Office (Excel for expense tracking/inventory, Word for drafting formal letters and PowerPoint for basic presentations).
• Process oriented: You understand that in an institution like IIT Bombay, paperwork must be perfect. You are patient with bureaucracy and persistent in getting approvals.
• Trustworthiness: You will handle sensitive data and financial approvals; high integrity is non-negotiable.

Disclaimer: The position is contractual for a period of 1 year but renewable as per Institutes guidelines and tenable only for the duration of the project. The selection committee may offer lower or higher designation and lower or higher salary depending upon the experience and performance of the candidate in the interview.