Team Assistant

Job Summary

The Executive Assistant / Team Assistant will provide high-level administrative, coordination, and operational support to the CEO External Engagements and the External Engagements Office at IIT Bombay. This role is central to ensuring seamless day-to-day functioning of the office, effective stakeholder coordination, structured communication, and smooth execution of leadership priorities.

The ideal candidate will bring strong experience supporting senior leadership, exceptional organizational skills, discretion, and the ability to operate confidently in a high-visibility environment involving industry leaders, government stakeholders, and senior faculty.

About Us

Indian Institute of Technology Bombay, set up in 1958 as the second IIT, is recognized worldwide as a leader in the field of engineering education and research. The Institute is granted the status of Institution of Eminence by the Ministry of Education. IIT Bombay is reputed for the quality of its faculty and the outstanding calibre of students graduating, who are considered among the best in the country and globally recognized for their achievements.

The External Engagements Office is a newly established strategic function at IIT Bombay, responsible for strengthening the Institutes engagement with industry, government, and global partners under the One IIT vision. The office works closely with institutional leadership to build long-term partnerships and amplify IIT Bombays research and innovation capabilities.

Key Responsibilities

1. Executive & Calendar Management

Manage the CEOs calendar, meetings, travel plans, and daily priorities.

Coordinate complex schedules involving senior faculty, industry leaders, government officials, and internal stakeholders.

Prepare meeting agendas, briefing notes, and follow-up trackers.

2. Stakeholder Communication & Coordination

Act as the first point of contact for internal and external stakeholders.

Draft, manage, and track professional correspondence and meeting communications.

Ensure timely information flow and follow-ups across departments and partner organizations.

3. Office & Team Operations

Support the day-to-day functioning of the External Engagements Office.

Track deliverables, action items, and deadlines across ongoing initiatives.

Coordinate internal meetings, reviews, and leadership interactions.

4. Documentation & Reporting

Maintain structured records of meetings, proposals, MoUs, and engagement documentation.

Prepare presentations, reports, and briefing materials for leadership reviews.

Support proposal coordination and institutional documentation processes.

5. Process & Systems Support

Help establish and maintain administrative and coordination processes for the new office.

Maintain stakeholder trackers, databases, and internal dashboards where required.

Ensure confidentiality and adherence to institutional protocols at all times.

6. Miscellaneous

Perform other duties as assigned to support the organizations goals.

Qualifications, Experience, and Competencies

Educational Qualifications

Bachelors degree in Business Administration, Management, Commerce, or a related field (Masters preferred).

Professional Experience

8+ years of experience as an Executive Assistant / Senior Administrative Assistant / leadership support role.

Proven experience supporting CXO-level or senior leadership.

Prior exposure to large institutions, consulting firms, universities, MNCs, or government-facing organizations is preferred.

Competencies

Excellent organizational and time-management skills.

Strong written and verbal communication skills.

High discretion, integrity, and ability to handle confidential information.

Strong stakeholder management and follow-through.

Proficiency in MS Office / Google Workspace (Word, Excel, PowerPoint, calendars, scheduling tools).

Ability to manage multiple priorities in a fast-paced, evolving environment.

Professional maturity and the ability to influence without authority.

Calm, dependable, proactive, and detail-oriented working style.

Note: This is a Mumbai-based, on-site role. Only shortlisted candidates will be notified.