Admin Executive

Role Summary

The Executive Assistant will be the right hand to the Co-Founder, ensuring nothing falls through the cracks — whether it's a task assigned to a manager, a meeting on the calendar, a decision awaiting documentation, an office expense to be tracked, or a personal errand that needs handling. This is a role for someone who is excellent at follow ups, sharp, discreet, extremely organised, and comfortable operating across both business and personal domains with equal reliability.

Key Responsibilities

• Management Follow-Up & Accountability Tracking

– Track action items and deliverables assigned to management team, branch managers, and other team leads.

– Maintain a live follow-up tracker; proactively chase pending items and flag delays or non-compliance to the Co-Founder before they become problems.

– Prepare a short daily/weekly status summary of open items across the management team.

• Calendar & Time Management

– Own the Co-Founder's calendar end-to-end — scheduling, prioritising, and resolving conflicts across the Tuesday management meeting, strategy sessions, external partner meetings (e.g. university visits), and personal commitments.

– Build in buffer and focus time in line with the Co-Founder's weekly rhythm (ops-focused early week, strategy/growth-focused midweek).

– Send timely reminders and ensure the Co-Founder is briefed with context ahead of every meeting.

• Minutes of Meetings (MOMs)

– Attend key meetings (management reviews, partner discussions, strategy sessions) and prepare clear, action-oriented MOMs within 24 hours.

– Ensure every MOM has owners and deadlines against action items, and feed these into the follow-up tracker.

• Office Administration

– Manage day-to-day admin for the Pune head office — vendor coordination, supplies, courier/documentation, facility upkeep, and coordination with other branch offices as needed.

• Basic Office Accounting

– Track and record day-to-day office expenses, maintain petty cash records, and reconcile receipts.

– Prepare simple monthly expense summaries for the Co-Founder's review and liaise with the accounts team for larger reconciliations.

• Personal & Household Task Management

– Handle personal travel bookings (flights, hotels) for the Co-Founder and family.

– Manage timely insurance premium payments and renewals.

– Support with personal banking tasks (payments, documentation follow-ups, coordination with bank relationship managers).

– Handle other ad-hoc personal errands and appointments with discretion and reliability.

What Success Looks Like

Within 3–6 months, the Co-Founder should feel that: nothing assigned to the management team goes untracked; the calendar runs itself with minimal last-minute firefighting; every important meeting has a MOM within a day; office admin and petty expenses are handled without needing to be asked; and personal tasks are managed proactively enough that they rarely require his direct attention.

Ideal Candidate Profile

• 2–5 years of experience as an Executive Assistant, Personal Assistant, or similar role supporting a founder/senior leader.

• Excellent written and verbal communication in English and Hindi/Marathi.

• Strong working knowledge of MS Office / Google Workspace (Calendar, Docs, Sheets); comfort with tools like LeadSquared or similar CRMs is a plus. Knowledge of AI will be an added advantage.

• High attention to detail, very strong follow-through, and comfort holding senior managers accountable on the Co-Founder's behalf.

• Basic understanding of accounting/expense tracking.

• Absolute discretion with confidential business and personal information.

• Calm, unflappable, and resourceful — able to manage competing priorities across business and personal domains in the same day.

• It is a Full Time Recruiter / HR / Admin job for candidates with 1 - 6 years of experience.