Office Assistant

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Executive Assistant

Location: Bangalore Firm/Kolkata

About the Role

Aeka Advisors is seeking an accomplished Executive Assistant to provide comprehensive support to one of our Partners. This role requires a proactive, detail-oriented professional who thrives in a dynamic advisory environment, anticipates needs before they arise, and operates with utmost discretion.

You will act as the Partner’s strategic right hand—ensuring seamless coordination across calendars, communications, and projects while representing Aeka with professionalism and poise.

Key Responsibilities

Calendar & Schedule Management

Manage complex and dynamic calendars with multiple time zones and competing priorities.

Anticipate scheduling conflicts, propose solutions, and maintain optimal time allocation.

Prepare detailed briefing materials, agendas, and supporting documents ahead of meetings.

Ensure time is aligned with key strategic and client priorities.

Communication & Correspondence

Serve as the first point of contact for internal and external stakeholders.

Draft, proofread, and manage correspondence on behalf of the Partner.

Screen and prioritize communications, ensuring timely and appropriate responses.

Build and maintain relationships with clients, board members, and senior leadership.

Travel & Logistics

Coordinate end-to-end domestic and international travel.

Prepare comprehensive itineraries and contingency plans.

Manage expense reports, visa processes, and reimbursements with accuracy.

Project & Meeting Support

Prepare decks, materials, and background notes for meetings and client presentations.

Record meeting minutes, track action items, and ensure timely follow-up.

Organize logistics for internal events, client sessions, and firm offsites.

Assist in managing key projects and special initiatives for the Partner.

Administrative & Operational Support

Maintain organized digital and physical filing systems with strict confidentiality.

Handle invoices, budgets, and other administrative records efficiently.

Liaise with finance, operations, and HR teams on behalf of the Partner.

Continuously streamline administrative processes for greater efficiency.

Required Qualifications

Experience & Background

0-1 Year(Kolkata)3-5 years(Bangalore) of experience supporting senior executives, ideally in consulting, advisory, or financial services.

Bachelor’s degree preferred.

Proven ability to thrive in high-pressure, fast-paced environments.

Technical Skills

Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Familiarity with CRM systems and virtual meeting tools (Zoom, Teams, etc.).

Strong aptitude for learning and using new technologies and tools.

Core Competencies

Excellent organizational and multitasking skills.

Strong written and verbal communication with impeccable attention to detail.

High emotional intelligence, professionalism, and discretion.

Proactive mindset with strong problem-solving abilities.

Calm, resourceful, and adaptable under pressure.

Job Type: Full-time

Pay: ₹15,552.00 - ₹40,345.79 per month

Benefits:

• Health insurance

Work Location: In person