Job Description & How to Apply Below
A Mumbai-based private equity firm that partners with ambitious entrepreneurs to build market-leading businesses.
Job Description
Position Overview
- Responsible for the administrative and organizational management of the office.
- Experienced in handling a wide range of administrative and executive support tasks.
- Expected to be exceedingly well organized and flexible.
- Comfortable with the administrative challenges of supporting a small office of diverse people and programs.
- Must function effectively in multiple roles within a dynamic environment under minimal supervision.
- Requires frequent communication and coordination with professionals and corporations within India and overseas.
Key Responsibilities
Executive Support to Partners
- Assist the Partners (primarily the Managing Partner) with daily schedule and duties.
- Manage calendar, commitments, and travel arrangements.
- Plan itineraries, develop agendas, and prepare meeting materials.
- Report and manage expenses.
General Administrative Support
- Provide general administrative support to the team.
- Receive and interact with visitors.
- Answer and manage incoming calls.
- Arrange meetings and conference calls, including coordination of logistics, agendas, and materials.
- Provide other daily support to staff as needed.
Records Management
- Maintain paper and online records.
- Define procedures for record retention, protection, retrieval, transfer, and disposal.
Office & Facilities Management
- Manage inventory of office supplies.
- Order supplies as needed while managing costs appropriately.
- Plan space allocations, layouts, and floor moves as required.
- Arrange for and supervise building maintenance.
- Maintain office facilities and equipment through procurement, routine maintenance, and upkeep.
Vendor & Finance Coordination
- Manage vendors and act as liaison with the accounts team on vendor payments.
- Maintain petty cash and manage petty cash expenses.
Skills and Experience
- 10+ years of solid administrative experience in an office setting.
- Prior experience with an MNC and/or in a start-up environment (preferred).
- Excellent verbal and written communication skills in English.
- Strong networking and presentation skills.
- Excellent organizational skills and attention to detail.
- Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
Personal Characteristics
- Dedicated and meticulous.
- Adept at multi-tasking in a fast-paced environment.
- Able to plan, prioritize, and organize individual and group activities and processes.
- Outgoing, straightforward, and creative.
- Able to work independently and take initiative.
- Results-oriented.
- Adaptable, flexible, and a problem-solver.
- Team-focused and collaborative.
- Willing to share information readily with co-workers.
- Respectful and supportive of others.
- Willing to assist co-workers in developing their professional skills for team success.
- Demonstrates a high degree of maturity, honesty, trust, sophistication, and integrity, and cultivates these qualities in others.
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