IndusBridge Ventures (IBV) is an investment fund with a focus on the Aerospace and Defence (A&D) and dual-use technology. Founded by an international team with decades of operational and investment experience in the global A&D sector, IBV invests in and builds cross-border ventures in these strategic sectors and actively supports portfolio companies with cross-border go-to-market helping them scale and succeed globally.
Role Summary
The Office & Partner Support Coordinator/ Assistant provides comprehensive administrative, logistical, and front-facing support to the firm's partners and day-to-day operations. This role is central to maintaining a highly organized, efficient, and professional office environment for a dynamic investment fund. The individual serves as the first point of contact for the firm while supporting partners and the broader team with scheduling, travel, administrative and operational coordination.
Key Responsibilities
Front Desk & Communications
- Manage the front desk and reception area, ensuring a welcoming and professional experience for visitors.
- Greet guests, founders, investors, and vendors; notify relevant team members promptly.
- Handle, screen, and route incoming calls and general inquiries professionally.
- Manage incoming and outgoing mail, couriers, and deliveries.
- Maintain shared calendars for meeting rooms and office resources.
Partner & Team Support
- Provide direct administrative support to the firm's partners, including calendar management, scheduling meetings, and coordination with internal and external stakeholders.
- Manage travel bookings for partners and team members in line with firm travel guidelines, including flights, accommodation, ground transportation, and itineraries.
- Assist with meeting preparation, document handling, and follow-ups as required.
- Handle sensitive information with a high degree of discretion and confidentiality.
Administrative & Financial Operations
- Manage office supplies inventory, place orders, and ensure uninterrupted availability.
- Maintain and manage the office imprest (petty cash) account, including tracking expenses, maintaining records, and supporting reconciliations.
- Assist with processing expense claims and tracking office-related expenditures.
- Coordinate with vendors such as IT support, appliance maintenance, cleaning services, and other service providers.
- Liaise with building management for facilities and administrative matters.
- Supervise and delegate tasks to office support staff (e.g., office boy), coordinate with team members, ensuring timely and effective execution.
Office Policies & Governance Support
- Share, implement, and help enforce office policies, procedures, and administrative guidelines.
- Support partners and team members in adhering to internal processes related to travel, expenses, and office usage.
- Maintain administrative documentation and office records as required.
Office Environment & Facilities
- Ensure reception, meeting rooms, and common areas are consistently clean, organized, and professionally presented.
- Assist with filing, data entry, and maintaining physical and digital records.
- Support meeting logistics, including room setup and coordination for internal and external meetings.
- Contribute to smooth daily operations and a positive workplace culture.
Skills & Qualifications
- Extremely detail oriented and first-time right approach.
- Strong verbal and written communication skills.
- Excellent organizational and multitasking abilities.
- High level of professionalism, discretion, and reliability.
- Proactive, hands-on approach with the ability to anticipate operational needs.
- Proficiency in MS Office (Word, Excel, PowerPoint, Emailing); familiarity with calendar scheduling & travel booking tools is an advantage.
- Ability to operate effectively in a fast-paced, professional environment.
- 3+ yrs experience in an administrative, office coordination, or executive support to senior management.
Why Join Us
- Work closely with senior partners at an investment fund.
- Gain exposure to fund operations and professional stakeholder interactions.
- Play a key role in ensuring operational excellence and a well-run office.
Application Process:
Please submit your resume on LinkedIn.
Email:[Confidential Information]
We look forward to hearing from you!
