Location: Vadodara

Type: Full time, in office

Astanzi works across cultural strategy, exhibitions, curation, scenography, communications and project delivery. Our projects bring together clients, artists, internal teams, vendors and collaborators across multiple cities. We are looking for an Executive Assistant who can keep the Co-founders’ schedules organised, manage the office backend and make sure work moves forward every day.

This is a hands-on coordination role. You will know what each person is working on, what is due next, where a decision is pending and who needs a follow-up. You should be comfortable taking ownership of a problem and finding a practical way to resolve it.

What you will do

- Manage the Co-founders’ calendars, meetings, travel, deadlines and personal commitments. Keep daily and weekly schedules accurate and easy to read.
- Note down tasks and priorities for each day. Share clear updates on what is due, what is complete, what is delayed and what needs a decision.
- Follow up with team members on their daily tasks and project deadlines. Maintain a reliable view of work across the team and help get it completed on time.
- Coordinate between the Co-founders, internal teams and client teams. Make sure instructions, updates, feedback and approvals reach the right people promptly.
- Arrange meetings, prepare agendas and materials, record decisions and turn discussions into tasks with owners and deadlines.
- Manage office administration and backend processes, including records, files, contact lists, supplies and routine operational requirements.
- Organise project data, trackers, documents, invoices,



expenses and payment records so information is current and easy to find.
- Coordinate with vendors on quotations, timelines, deliveries and pending work. Identify issues early and follow through until they are resolved.
- Arrange travel, accommodation, local transport and itineraries for the Co-founders and project requirements.
- Support exhibition and event coordination by keeping schedules, production requirements and on-site commitments in order.
- Handle confidential business and personal information with discretion.

What we are looking for
- Excellent communication skills in English, Hindi and Gujarati, both spoken and written.
- Strong working knowledge of Microsoft Excel and the Microsoft Office suite, along with Google Workspace, calendars and shared documents.
- The ability to build and maintain clear task trackers, schedules and records.
- Strong attention to detail and the discipline to follow up consistently without waiting to be reminded.
- Confidence coordinating with senior clients, team members, artists and vendors.
- A solution-oriented approach: when something is delayed or unclear, you investigate, propose a way forward and see it through.
- Sound judgement about priorities, deadlines and when to escalate an issue.
- Previous experience in executive assistance, office operations or project coordination is preferred.

An interest in art and culture is welcome. The essential requirement is the ability to keep people, information and work organised in a busy, changing environment. Pay: ₹12,704.86 - ₹18,000.00 per month

Benefits

- Cell phone reimbursement
- Internet reimbursement

Work Location: In person

📌 Executive Assistant (Vadodara)
🏢 Astanzi
📍 Vadodara