Admin Officer and EA

4 weeks ago

Mumbai, Maharashtra, India Capseed Full time

Position Title: Admin Officer & Executive Assistant

Reports To: COO / Director

Employment Type: Full-time

Location: Remote

Job Summary:

The Executive Assistant & Operations Coordinator plays a key role in supporting the executive leadership and ensuring smooth day-to-day operations of the organisation. This multifaceted role involves diary and calendar management, accounts reconciliation, HR administration, invoicing, social media coordination, and general operational support.

Key Responsibilities:Executive Support

  • Manage and coordinate the calendar, appointments, travel arrangements, and meetings for the Director/COO.
  • Prepare meeting agendas, take minutes, and follow up on action items.
  • Handle confidential documents and information with discretion.

Operations & Administration

  • Maintain and improve internal SOPs and operational workflows.
  • Provide general administrative support including file management, document preparation, and correspondence.
  • Coordinate office supplies, tech setup, and day-to-day operational logistics.

Accounts & Finance Support

  • Reconcile bank statements, invoices, and expenses on a monthly basis.
  • Liaise with the accounts team/bookkeeper to ensure timely payments and records.
  • Track client billing and assist in generating invoices and payment reminders.

Appointments & Diary Management

  • Schedule internal and external appointments and manage reminders for team members.
  • Coordinate availability across multiple time zones and manage scheduling conflicts efficiently.

HR Administration

  • Maintain and update HR records, contracts, onboarding/offboarding checklists.
  • Assist in developing and communicating HR policies and ensure compliance.
  • Support recruitment coordination, reference checks, and new hire onboarding.

Social Media & Digital Presence

  • Manage and schedule social media content across platforms like LinkedIn, Instagram, and Facebook.
  • Coordinate with graphic designers or use Canva to create branded posts.
  • Monitor engagement and support marketing initiatives as required.

Qualifications & Experience:

  • 3+ years of experience in an EA, operations, or administrative role.
  • Basic knowledge of bookkeeping or working with Xero/QuickBooks (or similar).
  • Experience managing calendars and professional communication.
  • Familiarity with HR policies, onboarding procedures, and confidentiality practices.
  • Proficiency with Microsoft Office Suite, Google Workspace, and calendar tools.
  • Social media scheduling tools (Buffer, Hootsuite, Later, or Canva).

Key Skills:

  • Exceptional organisational and multitasking abilities.
  • Strong attention to detail and accuracy.
  • Excellent written and verbal communication.
  • Discretion, professionalism, and reliability.
  • Proactive problem-solving approach and ability to work independently.

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