Administrative and Personal Assistant

2 weeks ago

Mumbai Metropolitan Region, India Thought Over Design Full time

Administrative & Personal Assistant to the Founder


Location: Fort, Mumbai

Working model: Onsite

Days: Monday to Friday

Timings: 10:30am - 7:30pm

Budget: 50-70k (depending on work experience and skills)

Experience: 2+ Years


What we’re looking for

The Administrative & Personal Assistant to the Founder plays a pivotal role in ensuring seamless operations, both within the studio and in the Founder’s personal matters. We are looking for a candidate with a strong administrative skill set, excellent organizational abilities, and a proactive attitude.

The ideal candidate is detail-oriented, self-motivated, punctual, and able to manage multiple tasks with ease in a dynamic environment. You should be comfortable working independently, maintaining confidentiality, and adapting quickly to changing priorities.

Your goal is to ensure the studio is running smoothly and that the founders’ time on operational and logistical tasks are reduced considerably. 


Calendar & Travel Management

  • Serve as the primary point of contact for calls, emails, and messages.
  • Facilitate effective communication between the Founder and internal/external stakeholders.
  • Coordinate and manage the Founder’s calendar, scheduling meetings, appointments, and events while avoiding conflicts.
  • Proactively anticipate and adjust for changes, ensuring priorities are met.
  • Plan and manage detailed travel itineraries for business and personal trips, including visa applications if required.
  • Plan and execute team events, studio meetings, and external engagements, ensuring all logistics are handled seamlessly.


Studio & Office Management

  • Ensure the studio and office space are organized, stocked with essential supplies, and running smoothly.
  • Coordinate with vendors, manage maintenance schedules, and oversee facility-related requirements.
  • Manage support staff (e.g., peons), assign clear tasks, and ensure accountability
  • Provide administrative support to the HR department, including managing attendance, coordinating event planning, and organizing engagement activities.


Personal & Administrative Assistance

  • Manage personal tasks such as banking, online orders, coordinating home repairs, and scheduling medical or personal appointments.
  • Handle sensitive and confidential information with discretion.
  • Act as the key point of contact for building staff and landlords for all facility-related matters, including bills, maintenance, and contracts.
  • Provide additional support to the Founder for both administrative and operational needs as required.
  • Assist in research, creating presentations, or compiling data when necessary.
  • Organize digital and physical files for easy access and maintain an efficient filing system.
  • Take comprehensive minutes during meetings, documenting decisions and follow-up actions.



Across all functions:

  • Maintain an organized task list and do weekly check-ins with the founder to ensure all tasks are being managed, delegated and completed as needed.
  • Being proactive and observant on what needs to be taken care of as opposed to waiting for follow ups.


Qualifications:

  • Minimum of 4 years of experience as an administrative or personal assistant role, reporting directly to senior management
  • Ability to collate information via emails, websites, articles, and reports and develop notes, summaries, and to-dos
  • Proficiency in managing data and information collaboration and delegation of duties
  • Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities
  • Exceptional interpersonal skills with a friendly and professional demeanor.


Technical Skills Required:

  • Proficiency in Microsoft Office Suite and Google Workspace (Calendar, Docs, Sheets).
  • Great communication skills in English, Hindi and Marathi (this would be a bonus).


What We Offer:

  • The chance to collaborate with a dynamic and passionate team.
  • Exposure to diverse responsibilities, offering ample opportunities for professional growth.
  • A nurturing and supportive work environment where your input and ideas are valued.

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