About the Role

We are seeking a highly organized, proactive, and detail-oriented Executive Office & Business Operations Coordinator to support senior leadership and ensure the smooth functioning of day-to-day administrative activities, while assisting with finance and business operations.

The role primarily focuses on Executive Assistance and Administrative Support, along with responsibilities related to Finance and Business Operations.

The ideal candidate will have experience supporting a Founder, CEO, or senior executive, managing schedules, coordinating meetings, handling correspondence, and overseeing administrative workflows. Familiarity with payroll coordination, expense management, bookkeeping, and financial documentation will be an added advantage.

This position requires excellent organizational skills, discretion, strong communication, and the ability to manage multiple priorities independently in a remote work workplace.

Key Responsibilities1. Executive Office & Administrative Support

- Provide day-to-day executive and administrative support to the Founder, CEO, or senior leadership team.
- Manage calendars, coordinate meetings, schedule appointments, and resolve scheduling conflicts.
- Manage email correspondence, reminders, follow-ups, and other professional communications.
- Coordinate meetings, prepare agendas, document key discussions, and track action items.
- Arrange business travel, bookings, and other executive requirements as needed.
- Prepare presentations, reports, spreadsheets, and other business documents.
- Maintain organized digital records, confidential files, databases, and administrative documentation.
- Coordinate with internal teams, external stakeholders, vendors, and business associates.
- Track deadlines, monitor pending tasks,



and ensure timely follow-through on deliverables.
- Support day-to-day office administration and improve the efficiency of administrative processes.
- Handle sensitive business information with professionalism and confidentiality.

2. Finance & Business Operations
- Assist with bookkeeping and maintain accurate financial records.
- Coordinate payroll inputs, verify supporting documentation, and follow up on payroll processing.
- Track invoices, payments, reimbursements, and routine business expenses.
- Assist with bank and credit card reconciliations.
- Maintain financial documentation and support basic financial reporting.
- Assist with expense monitoring and budget tracking.
- Coordinate with accountants, payroll providers, and other relevant stakeholders.
- Ensure financial and operational records are accurate, updated, and properly organized.

Requirements

- 3+ years of relevant experience in Executive Assistance, Administrative Support, Office Coordination, or a similar role.
- Previous experience directly supporting a Founder, CEO, or senior executive is essential.
- Strong proficiency in calendar management, meeting coordination, email correspondence, documentation, and administrative operations.
- Working knowledge of finance administration, payroll coordination, bookkeeping, invoice management, or expense tracking.
- Excellent organizational, communication, time-management, and problem-solving skills.
- Strong attention to detail and the ability to manage confidential information.
- Proficiency in Microsoft Office or Google Workspace.
- Familiarity with accounting software, payroll systems, or project-management tools is an advantage.
- Ability to work independently, manage competing priorities, and take ownership of responsibilities.
- Willingness to work the 8:00 PM – 5:00 AM IST night shift.

📌 Executive Office & Business Operations Coordinator (Mumbai)
🏢 Keiretsu Forum
📍 Mumbai