Executive Assistant (EA) to CEO & Operations Specialist

About Cogitaas

Cogitaas is a premier, boutique marketing analytics and strategic consulting firm. We combine academic research, data science, and advanced statistical modelling to provide high-impact decision support for Fortune 200 clients globally. Operating like a fast-paced, agile startup, we expect our team members to be cross-functional, highly proactive, and solution-driven problem solvers.

Role Overview

We are seeking a versatile, sharp, and execution-focused Executive Assistant to support our CEO. This role blends elite administrative assistance, client ops coordination, corporate governance compliance, and physical office administration. The focus is heavily on pursuing, executing, and finalizing operations smoothly rather than strategic decision-making.

The ideal candidate must be a sharp executor who can build workflows, navigate ambiguity, manage vendor and office ecosystems, and independently make things work in a fast-paced environment.

Key Responsibilities

Financial, Tax & Accounts Coordination (Domestic & International)

Liaise confidently with the accounting and finance departments of both Indian and international clients to handle vendor registration and onboarding systems.

Oversee the end-to-end operational loop: issuing invoices, tracking milestones, and pursuing timely cash collections.

Maintain, process, and systematically organize all corporate tax records, ensuring ready availability for statutory filings, GST tracking, and audits.

Maintain meticulous internal tracking of all invoices, utility bills, receipts, and internal costs.

Organize and hand over structured financial files to the Tally Manager every month to facilitate a seamless Tally closing process.

Company Governance & Legal Liaison

Serve as the primary point of contact for the company's external Chartered Accountants (CAs) and corporate Lawyers.

Execute precise follow-up and rigorous paperwork related to corporate compliance, taxation, and GST filings.

Own the company's document management: manage, index, maintain, and securely access all corporate, secretarial, tax, and legal records.

Office Administration & Facility Management

Supervise daily office infrastructure upkeep, ensuring a clean, operational, and well-stocked workplace environment.

Manage support staff and housekeeping vendors, tracking schedules, attendance, and standard of cleanliness.

Act as the primary point of contact for basic IT and hardware-related issues (e.g., coordinating laptop repairs, Wi-Fi troubleshooting, printer maintenance, and coordinating with hardware vendors).

Secretarial & Core Support

Act as the personal secretary to the CEO, managing calendars, appointments, and general executive schedules.

Coordinate travel logistics, company vehicle scheduling, couriers, and corporate bookings.

Qualifications & Background Requirements

We highly value professionals with a foundational understanding of corporate structures, compliance frameworks, and business law.

Preferred Educational Background

Semi-Qualified or Executive/Intermediate cleared Company Secretary (CS).

Law Graduate (LL.B / B.A. LL.B) with an operational mindset.

Commerce Graduates/Post-Graduates (B.Com / M.Com / MBA) with strong exposure to corporate legalities, tax record upkeep, and documentation.

Prior Work Experience

We are open to two distinct profiles, provided you have a startup mindset and a relentless focus on getting things done

5 to 8+ years of work experience in an administrative, secretarial, or operational role within a fast-moving startup, boutique agency, or professional consulting group.

An experienced corporate professional or senior secretary who is working post-retirement but remains highly active, organized, and looking for a dynamic engagement where their administrative mastery can excel.

Technical & Computer Skills (Mandatory)

Advanced Spreadsheets

MS Excel & Google Sheets (data tracking, formulas, structured formatting).

Document Processing

MS Word & Google Docs (contract track-changes, professional drafting).

Cloud & Collaboration

Google Drive/OneDrive folder management, Slack, and MS Teams.

Basic IT Troubleshooting

Resolving Wi-Fi drops, printer faults, and managing laptop repair vendors.

Professional Competencies

Accounts Diplomacy

Firm yet professional follow-ups for cash collection with global corporate clients.

Vendor & Facility Control

Decisive management of housekeeping staff, office utility vendors, and IT assets.

The "Find a Way" Mindset: Highly proactive, startup-ready problem solver who operates without micro-management.

Pay

Up to ₹80,000.00 per month

Work Location

In person