About Matasma

Matasma is a consulting and technology services firm delivering connected planning and technology solutions to clients. As we continue to grow, we are focused on building strong operational foundations that enable our consultants and leadership teams to deliver exceptional client outcomes.

About the Role

We are looking for a proactive, organised and detail-oriented Admin & Secretarial Executive to support our day-to-day office operations, executive administration and associate experience.

Reporting directly to the Founder / Managing Partner, you will play a central role in ensuring the smooth functioning of office administration, leadership calendars, vendor coordination, financial documentation and internal support services.

This is an excellent opportunity for someone who enjoys taking ownership, managing multiple priorities and creating efficient administrative processes in a growing consulting and technology environment.

Key Responsibilities

1. Executive & Secretarial Support

- Manage calendars, meetings and domestic/international travel arrangements for the Founder and senior leadership across different time zones.
- Screen calls and emails, prioritize requests and independently handle routine correspondence.
- Maintain strict confidentiality of leadership, client and associate information.

2. Office Administration & Facilities

- Oversee day-to-day office operations, including housekeeping, utilities, seating arrangements, security and maintenance.
- Manage office supplies, IT asset inventory and vendor relationships, including raising purchase orders (POs) and tracking deliveries.




- Coordinate laptop allocation, email accounts and tool access for new joiners in collaboration with IT.
- Manage asset retrieval and handover during employee exits.
- Handle courier services, visitor management and front-desk coordination.

3. Finance & Vendor Administration

- Collect, verify and forward vendor invoices and associate expense claims for approval.
- Maintain petty cash records and conduct monthly reconciliations.
- Support client invoicing by collating timesheets and relevant supporting documentation.
- Maintain the vendor master database and track renewal timelines for subscriptions, licences and insurance.

4. People & Associate Support

- Support HR operations with onboarding documentation, offer letters, ID cards and induction logistics.
- Maintain associate records, attendance trackers and leave records.
- Coordinate internal events, town halls, offsites and employee recognition initiatives.
- Act as the first point of contact for associates' administrative queries and provide timely assistance.

5. Documentation, Reporting & Systems

- Organise and maintain the shared drive with structured folder systems, naming conventions and appropriate access controls.
- Develop,



document and maintain administrative SOPs, checklists and templates.
- Prepare basic MIS reports covering administrative expenditure, vendor status and compliance deadlines.
- Ensure documentation accuracy, systematic record-keeping and timely follow-ups.

Skills & Qualifications

- Bachelor's degree in any discipline; Commerce or Business Administration preferred.
- 1–3 years of experience in office administration, executive assistance or company secretarial support.
- Excellent written and spoken English, with the ability to draft clear and qualified business correspondence.
- Strong working knowledge of Microsoft 365, including Word, Excel, PowerPoint, Outlook/Gmail and Calendar.
- Excellent organisational, coordination and time-management skills, with strong attention to detail and deadlines.
- Demonstrated ability to handle confidential information with discretion.

What We're Looking For

- A proactive and solution-oriented individual who anticipates requirements rather than waiting for instructions.
- Someone who remains calm under pressure and can manage competing priorities effectively.
- An approachable, dependable and service-minded professional who enjoys working with associates, clients and vendors.
- Someone who takes ownership, demonstrates accountability and continuously looks for ways to improve administrative processes.

If you are someone who takes pride in keeping things organised, enabling leadership effectiveness and ensuring seamless office operations, we'd love to hear from you!

📌 Executive Assistant - Founder's office (Bengaluru)
🏢 Matasma
📍 Bengaluru