HR and Administrative Assistant

Location: BKC, Mumbai, Maharashtra

Reports To: Senior Management

Industry: Investment Banking / Financial Services

Experience Required: 2–4 years in executive assistance or administrative roles

Employment Type: Full-Time | In-Office | Immediate Joiner

Job Summary

We are seeking a highly professional, organized, and proactive HR and Office Admin Assistant to support our Managing Director and broader leadership team at a fast-paced mid-sized investment banking. This role requires exceptional calendar and travel management skills, discretion in handling confidential information, and the ability to interact with high-profile clients, investors, and stakeholders with poise and professionalism.

Key Responsibilities

Executive Calendar & Schedule Management

· Manage the MD's daily calendar: prioritize meetings, block time for key activities, and ensure schedule optimization.

· Schedule internal and external meetings with investors, clients, regulatory bodies, and board members.

· Proactively reschedule conflicts and follow up on pending calendar confirmations.

Travel & Logistics Coordination

· Organize end-to-end domestic and international travel for MD and other team: flights, hotels, local transport, visas.

· Prepare detailed travel itineraries with real-time updates and concierge-level service.

· Liaise with drivers, protocol officers, or security staff for high-profile visits.

Office Administration & Operations

· Oversee day-to-day office operations: cleanliness, supplies, and facility maintenance.

· Manage pantry inventory and coordinate orders with vendors for refreshments and office supplies.

· Maintain a professional, discreet, and welcoming front for guests and stakeholders.

Meeting & Communication Support

· Set up video/conference calls and in-person meetings, ensuring AV readiness and privacy.

· Act as the first point of contact for calls/emails directed at the MD; screen and triage appropriately.

· Maintain contact lists of investors, clients, vendors, and board members with up-to-date details.

· Arrange meetings and logistics for visitors as needed. Support meeting logistics, including catering, room setup, and agendas.

Document & Confidential Data Handling

· Handle confidential documents and communications with utmost discretion.

· Print, file, or prepare presentations and reports for leadership and client meetings.

· Support compliance and recordkeeping needs as per industry and company standards.

General Executive Assistance

· Provide hands-on support to MD for personal tasks that affect professional schedules.

· Track key dates: investor calls, compliance deadlines, board meetings, and deal reviews.

· Support ad hoc projects and team events, ensuring flawless execution.

· Following up to Insurance Claims

Qualifications & Skills

Educational Qualifications

• Bachelor's degree in Business Administration, Communications, or related field.
• Executive Assistant certification (preferred but not mandatory).

Work Experience

• 2–4 years of proven experience in executive administration or office management.
• Experience supporting C-suite executives in banking, private equity, or consulting (preferred but not mandatory).
• Exposure to fast-paced startup or finance-driven environments.

Skills & Competencies

• Exceptional organizational and time management skills.
• Strong command over Microsoft Office, Google Workspace, Zoom, and calendar tools.
• Excellent verbal and written communication.
• High emotional intelligence and discretion in dealing with confidential information.
• Strong interpersonal skills to liaise with senior stakeholders and clients.
• Ability to multitask and work independently with minimal supervision.

Work Culture & Expectations

• Must be available during core business hours and outside working hours for urgent support.
• Positive, can-do attitude with a service-oriented mindset.
• Impeccable attention to detail and a proactive problem-solver.