Head of Administration

About Company

A Mumbai-based private equity firm that partners with ambitious entrepreneurs to build market-leading businesses.

Job Description

Position Overview

• Responsible for the administrative and organizational management of the office.
• Experienced in handling a wide range of administrative and executive support tasks.
• Expected to be exceedingly well organized and flexible.
• Comfortable with the administrative challenges of supporting a small office of diverse people and programs.
• Must function effectively in multiple roles within a dynamic environment under minimal supervision.
• Requires frequent communication and coordination with professionals and corporations within India and overseas.

Key Responsibilities

Executive Support to Partners

• Assist the Partners (primarily the Managing Partner) with daily schedule and duties.
• Manage calendar, commitments, and travel arrangements.
• Plan itineraries, develop agendas, and prepare meeting materials.
• Report and manage expenses.

General Administrative Support

• Provide general administrative support to the team.
• Receive and interact with visitors.
• Answer and manage incoming calls.
• Arrange meetings and conference calls, including coordination of logistics, agendas, and materials.
• Provide other daily support to staff as needed.

Records Management

• Maintain paper and online records.
• Define procedures for record retention, protection, retrieval, transfer, and disposal.

Office & Facilities Management

• Manage inventory of office supplies.
• Order supplies as needed while managing costs appropriately.
• Plan space allocations, layouts, and floor moves as required.
• Arrange for and supervise building maintenance.
• Maintain office facilities and equipment through procurement, routine maintenance, and upkeep.

Vendor & Finance Coordination

• Manage vendors and act as liaison with the accounts team on vendor payments.
• Maintain petty cash and manage petty cash expenses.

Skills and Experience

• 10+ years of solid administrative experience in an office setting.
• Prior experience with an MNC and/or in a start-up environment (preferred).
• Excellent verbal and written communication skills in English.
• Strong networking and presentation skills.
• Excellent organizational skills and attention to detail.
• Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

Personal Characteristics

• Dedicated and meticulous.
• Adept at multi-tasking in a fast-paced environment.
• Able to plan, prioritize, and organize individual and group activities and processes.
• Outgoing, straightforward, and creative.
• Able to work independently and take initiative.
• Results-oriented.
• Adaptable, flexible, and a problem-solver.
• Team-focused and collaborative.
• Willing to share information readily with co-workers.
• Respectful and supportive of others.
• Willing to assist co-workers in developing their professional skills for team success.
• Demonstrates a high degree of maturity, honesty, trust, sophistication, and integrity, and cultivates these qualities in others.