Executive Assistant to CEO

This role keeps Matasma's office, leadership calendar and statutory paperwork running smoothly, so consultants and leaders can stay focused on clients.

Matasma is a consulting & technology services firm delivering connected planning and technology solutions to clients. As the firm grows, the Admin & Secretarial Executive becomes the central point for day-to-day administration, executive support, and associate-facing office services.

Key responsibilities

Executive & secretarial support

Manage the calendars, meetings and travel of the Founder and senior leadership across time zones.

Screen calls and emails, prioritise requests and handle routine correspondence independently.

Maintain confidentiality of leadership, client and associate information.

Office administration & facilities

Run day-to-day office operations: housekeeping, utilities, seating, security and maintenance.

Manage office supplies, IT asset inventory and vendor relationships; raise POs and track deliveries.

Coordinate laptop, email and tool access for new joiners with IT, and retrieve assets on exit.

Handle courier, visitor management and front-desk coordination.

Finance & vendor administration

Collect, verify and forward vendor invoices and associate expense claims for approval.

Maintain petty cash and reconcile it monthly.

Support client invoicing by collating timesheets and supporting documents.

Maintain the vendor master and renewal calendar for subscriptions, licences and insurance.

People & associate support

Support HR with onboarding paperwork, offer letters, ID cards and induction logistics.

Maintain associate records, attendance and leave trackers.

Plan internal events, town halls, offsites and recognition moments

Act as the first point of contact for associates' administrative queries

Documentation & systems

Organise the shared drive with a clear folder structure, naming conventions and access controls.

Create and maintain admin SOPs, checklists and templates.

Prepare simple MIS reports on admin spend, vendor status and compliance deadlines.

Skills & qualifications

Must have

Bachelor's degree in any discipline (Commerce or Business Administration preferred).

13 years in office administration, executive assistance or secretarial roles.

Excellent written and spoken English; clear, professional business correspondence.

Strong command of Microsoft 365 (Word, Excel, PowerPoint, Outlook/Gmail, Calendar).

Highly organised, with a sharp eye for detail and deadlines.

Proven discretion with confidential information.

Personal attributes

Proactive and solution-oriented; anticipates needs before being asked.

Calm under pressure and able to juggle competing priorities.

Approachable and service-minded towards associates, clients and vendors.

Pay

Up to ₹50,000.00 per month

Work Location

In person