Admin Assistant

Vashi Integrated Solutions Ltd.

Location: Turbhe

Employment type: Full-time

About the Role

Were looking for a sharp, proactive Admin Assistant to be the operational right hand to the CEO. This is not a passive support role you will own the CEOs time, ensure nothing falls through the cracks, and make every meeting and decision faster and better-prepared. Youll work at the center of a fast-growing, IPO-bound organization and interact with leaders across all business units.

Key Responsibilities

Calendar & meeting management

- Own and protect the CEOs calendar; schedule, reschedule, and prioritize meetings based on business importance, not just chronology.
- Resolve scheduling conflicts proactively and ensure adequate prep and travel/buffer time between commitments.
- Coordinate internal and external meetings across time zones and locations.

Follow-ups & task tracking

- Maintain a live tracker of action items and pending tasks arising from meetings, and chase owners to closure.
- Flag overdue items to the CEO before they become problems; provide a weekly status summary of open commitments.

Meeting pre-reads & preparation

- Ensure that for every meeting, the required pre-read (agenda, briefing note, data pack, prior minutes) is collected, formatted to the CEOs preferred standard, and available ahead of time.
- Coordinate with relevant teams to gather inputs and chase missing material well in advance.
- Capture and circulate concise minutes and decisions where required.

Travel & logistics

- Plan and book end-to-end travel flights, hotels, ground transport, visas — optimized for cost, time, and convenience.




- Prepare detailed itineraries; anticipate and resolve travel disruptions.
- Manage expense documentation and reimbursements.

Tech Mindset

- Should have an open mind to try different AI / tech tools that can save time and increase efficiency.

General administration

- Handle correspondence, document management, and confidential information with discretion.
- Take on ad hoc projects and administrative tasks as they arise, with a “figure it out and get it done” attitude.

What We’re Looking For

- 2–4 years of experience in admin-related projects/roles, ideally supporting senior leadership; experience in a high-growth or B2B/industrial environment is a plus.
- High on ownership — you treat a dropped ball as a personal failure and drive things to closure without being chased.
- High on Efficiency / Speed Mindset – Always having the mindset to find innovative solutions to save time and increase efficiency.
- Strong coordination skills — comfortable working across teams and stakeholders to pull together what’s needed, on time.
- Comfortable with English — robust written and verbal communication; able to draft clearly and represent the CEO’s office professionally.
- Basic Excel skills — comfortable maintaining trackers, simple tables, and formatting data cleanly.
- Familiar with Microsoft Teams / Outlook — comfortable scheduling, hosting, and managing meetings and collaboration on Teams.
- High discretion and judgment in handling confidential matters.
- Proactive, anticipatory mindset — you solve problems before they’re escalated.
- Calm under pressure, flexible with hours when business demands it.

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