Executive Assistant to CEO

Job Summary

• We are looking for a highly organized, articulate, and proactive Principal Business & Administration to manage the day-to-day business administration of a growing investment management firm.
• The role will serve as the key coordination point between the Founder, investors, vendors, accounts, taxation, company secretarial, banking teams, and office operations.
• The ideal candidate should have excellent communication skills, strong ownership, sound judgment, and the ability to independently manage multiple responsibilities with discretion.

Key Responsibilities

• Investor & Front Office Management Handle investor requests including statements, documentation, bank/contact detail changes, tax certificates, nominee and transmission paperwork.
• Acknowledge, coordinate, track and close investor requests promptly.
• Manage visitors, callers, general enquiries and professional correspondence.
• Coordinate with internal operations teams to ensure accurate responses to investor requests.
• Founders Calendar & Executive Coordination Independently manage the Founders calendar, meetings, investor interactions, calls and business commitments.
• Coordinate meetings, plant visits, earnings calls, vendor discussions and internal schedules.
• Protect and prioritize the Founders research and working time.
• Prepare and circulate meeting materials in advance.
• Manage end-to-end travel arrangements including flights, hotels, visas, transportation, registrations and event logistics.
• Accounts Payable & Expense Management Maintain an updated payables register covering invoices, vendors, dates, approvals and payment status.
• Verify invoices against quotations or contracted rates before processing.
• Coordinate with accounts for invoice processing and payment.
• Follow up on payments and share payment advice/UTR details with vendors.
• Reconcile vendor statements and resolve duplicate or disputed invoices.
• Manage petty cash, reimbursements and travel expenses.
• LLP-Level Coordination Coordinate with external/internal accounts, taxation, company secretarial and banking teams.
• Track documentation, approvals, signatures and pending actions.
• Coordinate bank mandates, signatory updates, KYC refreshes and banking correspondence.
• Escalate delays or issues to the Founder proactively.
• Vendor & Office Management Manage IT, information security, telecom, internet, courier, printing, stationery and office suppliers.
• Handle vendor sourcing, commercial discussions, renewals and contracts.
• Coordinate office maintenance, housekeeping, security, access, utilities, insurance renewals and AMC requirements.
• Ensure the office remains fully functional and resolve operational issues proactively.
• Documentation & Records Maintain organized document repositories, filing systems and version control.
• Manage physical records, archives and executed original documents.
• Maintain registers for important documents and records.
• Coordinate notarisation, stamp paper, franking, affidavits and courier of original documents.
• Support document movement related to investor onboarding as required.

Pay: ₹90,000.00 - ₹125,000.00 per month

Work Location: In person