Assistant Manager - Administration

Job Title: Assistant Manager – Administration Location: Bangalore Reporting To: President / Dotted Line: MD & CEO Job Summary: We are seeking a dynamic and highly organized Assistant Manager – Administration to oversee the efficient functioning of the executive office. This role will require exceptional multitasking, stakeholder coordination, travel and expense management, internal communications, and administrative oversight. The ideal candidate will act as a trusted support to senior leadership and help streamline office operations while maintaining the highest standards of confidentiality and professionalism. Key Responsibilities: Business & Office Operations: Manage day-to-day administrative tasks for the executive office including expense tracking, IT service coordination, and office supplies management. Support with IT-enabled services and ensure seamless backend office operations. Travel & Expense Management: Organize and coordinate complex domestic and international travel plans, including visas, itineraries, hotel bookings, and cost optimization. Maintain accurate records of all travel and related expenses. Customer Service & Business Communication: Serve as a key liaison between the MD & CEO's office and external partners, clients, and associates. Draft correspondence, reports, and business documentation with a professional tone and attention to detail. Handle confidential information and prioritize incoming communications, including calls, emails, and memos. Calendar Management & Internal Coordination: Manage and prioritize the MD & CEO’s calendar—schedule meetings, block time for strategic priorities, and handle last-minute changes. Organize internal/external meetings, conferences, and events, including agendas, material preparation, and logistics. Ensure smooth execution of daily, weekly, and monthly schedules amidst conflicting priorities. Documentation & Information Management: Maintain databases, mailing lists, trackers, and documentation related to special projects. Prepare business reports, presentations, and other documentation as required by the leadership team. Support HR/Comms teams with administrative initiatives and maintain organized digital and physical records. Stakeholder Coordination: Act as the single point of contact for internal and external stakeholders on behalf of the MD & CEO. Build strong relationships with internal teams, vendors, and service providers to enable seamless coordination and project execution. Critical Success Factors: Graduate with 8–10 years of executive assistant or secretarial experience, preferably supporting CXO-level leaders. Proficient in MS Office tools – Word, Excel, PowerPoint. Tech-savvy with a mindset to adopt and promote automation and tools that improve productivity. Strong written and verbal communication skills and the ability to handle confidential matters with discretion. Highly organized with excellent multitasking, prioritization, and problem-solving abilities. Effective at getting things done through influence rather than authority. Desirable Skills & Experience: Prior experience supporting Senior Executives in fast-paced, matrix organizations. Strong interpersonal and negotiation skills with the ability to work independently under tight deadlines. High level of ownership and proactive attitude towards work. Familiarity with collaboration tools (e.g., MS Teams, Zoom, Slack, Trello) is a plus.