Executive Assistant

databaum | Noida, India (Full-time • Remote with quarterly/half-yearly office days)

databaum, an innovative leader in regenerative agriculture, is looking for a highly organized and reliable Personal Secretary / Executive Assistant to support our founder. In this role you will take ownership of day-to-day backend and administrative tasks—freeing up leadership time and keeping the business running smoothly across our teams in India and Europe. If you are detail-oriented, discreet, and thrive on keeping things organized, we want to hear from you.

• Excel & weekly reporting: build and maintain trackers, expense sheets, and dashboards using formulas and pivot tables; deliver a weekly report covering key metrics pulled from across the business.
• Inbox & communication: triage email, flag urgent items, draft routine replies, and follow up on pending threads.
• Invoicing & receivables: create client and vendor invoices, send them out, and maintain a clear tracker to follow up on payments.
• GST & compliance: prepare and file GST returns and coordinate with the company's CA/accountant on TDS and other statutory deadlines.
• CRM & books data entry: keep records accurate and up to date in the CRM and Zoho Books—logging contacts, transactions, and entries so data stays clean and reliable.
• Bookkeeping & expense tracking: organize invoices and receipts, log expenses, and prepare simple summaries for accounting.
• Document preparation: format reports, presentations, and spreadsheets, and maintain an organized cloud filing system (Zoho One).
• Team coordination: act as a point of contact between the founder, the IT team in India, and the marketing/sales hire in Germany—chasing updates and keeping everyone aligned.
• Recruitment & onboarding support: coordinate interview scheduling and handle basic onboarding paperwork for new hires.
• Meeting minutes & follow-ups: capture notes and track action items so decisions get executed.
• Travel & logistics: arrange flights, hotels, visas, and prepare itineraries for business trips.
• Vendor & client follow-ups: handle routine follow-ups with suppliers, customers, and partners so nothing slips through the cracks.
• Office & procurement coordination: manage supplies and logistics for the Noida office days.
  

• Experience (mandatory): Minimum 4 years of proven experience as a personal secretary, executive assistant, or in an administrative/back-office role. Applications with less than 4 years' experience will not be considered.
• Education (preferred): Master's degree in Commerce (M.Com), Business Administration (MBA — Finance, Operations, or HR), or a related business/management field.
• Excel proficiency: Comfortable with formulas, pivot tables, and building trackers and reports.
• Finance basics: Hands-on knowledge of GST filing, invoicing, and expense tracking; familiarity with accounting/invoicing tools (Tally, Zoho, or similar) is a plus.
• Communication: Fluent written and spoken English is essential; Hindi is a plus for local coordination.
• Tech: Confident with MS Office; hands-on experience with the Zoho One suite (Zoho Books, CRM, Analytics) is preferred. Experience with scheduling and project tools (e.g., Trello, Notion) is a plus.
• Mindset: Highly organized, proactive, discreet, and dependable, with strong attention to detail and the ability to juggle multiple priorities.
• Confidentiality: Able to handle sensitive business, financial, and personal information with strict discretion (NDA required).
  

• A central, trusted role working directly with the founder of a mission-driven start-up.
• Full-time position with mostly remote work and quarterly or half-yearly Noida office days.
• Indian working hours.
• Competitive salary linked to experience.
• Opportunities for professional growth in a fast-moving, flat-hierarchy team.
• Exposure to international operations across India and Europe.
  

• Location: Noida, India — remote with quarterly or half-yearly office days
• Job Type: Permanent, full-time (long-term commitment expected)
• Working Hours: Indian timing

⚠ Please do not apply if your commitment timeframe is less than 2 years.

At databaum, we're passionate about making a positive impact on global agriculture through environmentally friendly practices. Our data-driven farm management services empower sustainable farming, enhance food security, and mitigate climate change impacts.

• To apply, please send your CV and a cover letter to [email protected].

https://databaum.zohorecruit.eu/jobs/Careers/88538000000482086/Personal-Secretary-Executive-Assistant?source=CareerSite

https://databaum.ch/careers