Executive Assistant & Office Administrator

Location: Bangalore, India | Reports to: Chief Executive Officer | Type: Full-Time, On-Site

About the Role

The company is looking for an agile, proactive and discreet Executive Assistant & Office Administrator to act as the core operational right hand to the CEO. The role combines calendar management and strategic executive support with end-to-end workplace operations, stakeholder communication and high-impact logistics at the Bangalore headquarters.

Executive Calendar Governance and Schedule Architecture (Core Priority)

You will architect and safeguard the CEO's daily, weekly and quarterly calendars, reserving dedicated windows for strategic deep work, board preparation and team reviews. You will arbitrate overlapping internal and external meeting demands with decisive context, eliminate double-bookings and minimise idle transitions. You will make sure agendas, pre-reads, bios and secure conferencing links are assembled and tested at least 24 hours before every engagement. You will also coordinate scheduling across domestic and international partners, institutional investors and independent board members in multiple time zones, and dynamically accommodate urgent executive shifts, investor briefings and regulatory matters while protecting primary company milestones.

General Administration and Workplace Governance

You will direct front-office protocols, executive reception, facilities upkeep, stationery management and IT asset readiness to keep the workplace immaculate. You will manage vendors across their lifecycle by reviewing service level agreements (SLAs), sourcing commercial quotes and supervising contractors for housekeeping, pantry, transport and maintenance. You will organise secure digital repositories for company resolutions, board documents, NDAs, agreements and other confidential corporate records. You will also liaise with Finance by reconciling executive card statements, verifying expense claims against policy and coordinating timely vendor invoicing.

Executive Travel, Itineraries and Logistics

You will coordinate multi-leg domestic and international travel end to end, including flight bookings, hotel reservations, local transit and foreign visa filings. You will build real-time contingency plans for flight re-routings, hotel adjustments and emergency rescheduling so that operations continue without friction.

Stakeholder Alignment and Executive Meeting Follow-Through

You will act as the administrative link between the CEO, Executive Committee, investors, advisory members and functional department leads. You will record crisp executive meeting minutes, publish actionable takeaways and monitor deliverables across teams against agreed deadlines. You will also lead planning for quarterly town halls, annual leadership offsites, board dinners and external investor hospitality.

Key Performance Indicators

Success in this role is measured on five indicators:

Calendar integrity: zero tolerance for high-impact scheduling errors, unbriefed overlaps or missed slots.
Meeting pre-reads: briefing dossiers, slide decks and agendas delivered at least 24 hours beforehand.
Action follow-up: executive minutes distributed and assigned task tracking started within 24 hours.
Invoice clearance: 100% SLA compliance, with office vendor invoices audited and submitted to Finance for payout.
Confidentiality: strict adherence to 100% data privacy and discretion across board and investor matters.

Candidate Profile

We are looking for 4 to 7 years of experience in executive administrative roles, including at least 2 to 3 years working directly with C-suite executives in a high-growth fintech, startup or tech environment. You should have expert command of Google Workspace (Calendar, Drive, Docs, Sheets), Microsoft Office 365, Slack and collaboration platforms such as Notion, Asana or Jira. You should have a proven record of optimising high-demand executive calendars, protecting strategic time blocks and resolving complex multi-party scheduling. You need polished verbal and written business English and the executive presence to engage comfortably with investors and board members. The ideal candidate has high emotional intelligence, discretion with confidential data, composure under tight timelines and a proactive ownership mindset.

EA to Ceo

Start with your email