Executive Assistant

About Ink In Caps

Ink In Caps is a full-service MarTech / experiential-tech agency headquartered in Mumbai. We help brands design scalable experiential marketing campaigns using high-end technology and creative solutions — including immersive technologies (AR/VR, projection mapping), interactive solutions, web & mobile applications, AI-powered tools, and content development.

Role: Assistant to Director

Experience: 3-6 Yrs (Preferably in Martech/ SasS or similar background)

Responsibilities:

1. Executive Support

• Manage the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare meeting agendas, minutes, and action items, ensuring follow-up on assigned tasks.
• Act as a point of contact between the CEO and internal/external stakeholders, handling communication and ensuring timely responses.
• Organize and maintain confidential files and records, ensuring information is secure and easily accessible.
• Assist the CEO with daily administrative duties and complete a broad variety of administrative tasks.

KPIs:

• Calendar managed with minimal conflicts (98% accuracy).
• Meeting agendas and minutes prepared and distributed within 24 hours.
• All communications responded to within 24 hours.
• Confidential information maintained with 100% security compliance.

2. Project Management

Responsibilities:

• Oversee and coordinate special projects and initiatives as directed by the CEO.
• Ensure that project milestones and deadlines are met, and report progress regularly.
• Collaborate with various departments to gather necessary information and resources for projects.

KPIs:

• Projects completed on time and within budget (95% success rate).
• Regular progress reports submitted to the CEO (weekly/bi-weekly).
• Cross-departmental collaboration effectiveness (positive feedback from departments).

3. Research and Reporting

• Conduct research and prepare reports on various topics as requested by the CEO.
• Provide data analysis and summaries to support decision-making processes.

KPIs:

• Research reports delivered with comprehensive analysis and actionable insights (95% accuracy).
• Timely delivery of requested reports (within specified deadlines).

4. Communication and Liaison

Responsibilities:

• Draft and edit correspondence, communications, presentations, and other documents, Emails, and handle phone calls on behalf of the CEO.
• Facilitate smooth communication between the CEO and internal/external stakeholders.
• High-quality communication materials produced (minimal revisions needed).
• Positive feedback from stakeholders on communication efficiency.

5. Administrative and Office Management

Responsibilities:

• Ensure the smooth operation of the CEO’s office, including managing supplies, equipment, and facilities.
• Coordinate with the Admin and HR departments for any office-related needs.
• Assist in organizing company events, meetings, and other activities as required.

KPIs:

• Office operations running smoothly with no disruptions.
• Positive feedback from the CEO and other staff on administrative support.
• Successful coordination of company events and activities (positive feedback and participation).

6. Financial Management

Responsibilities:

• Assist the CEO with budgeting, expense tracking, and financial planning with Accounts and HR.
• Prepare and manage expense reports, ensuring accuracy and compliance with company policies.
• Liaise with the finance department to ensure timely processing of payments and reimbursements.

KPIs:

• Accurate and timely submission of expense reports (100% compliance).
• Effective budget management and financial planning support.
• Positive feedback from the finance department on collaboration and process efficiency.

7. Personal Assistance

Responsibilities:

• Assist the CEO with personal tasks and errands as needed.
• Manage personal appointments, travel, and other activities for the CEO.

KPIs:

• Personal tasks and errands completed accurately and on time.
• Positive feedback from the CEO on personal assistance.

General Attributes

Responsibilities:

• Maintain a high level of professionalism and discretion at all times.
• Exhibit strong organizational and multitasking skills.
• Demonstrate excellent written and verbal communication skills.
• Be proactive, resourceful, and able to work independently.

KPIs:

• Professionalism and discretion maintained (positive feedback from CEO and stakeholders).
• High level of organization and multitasking abilities demonstrated.
• Strong communication skills evidenced by positive feedback and effective communication outcomes.
• Proactive and resourceful problem-solving demonstrated in daily tasks.

Job Type: Full-time

Pay: ₹40,000.00 - ₹50,000.00 per month

Ability to commute/relocate:

• Mumbai, Maharashtra: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• Do you have any experience in SaaS, Martech, Tech or similar background?
• Expected salary

Experience:

• Assistant: 1 year (Preferred)

Work Location: In person