This role keeps Matasma's office, leadership calendar and statutory paperwork running smoothly, so consultants and leaders can stay focused on clients.

Matasma is a consulting & technology services firm delivering connected planning and technology solutions to clients. As the firm grows, the Admin & Secretarial Executive becomes the central point for day-to-day administration, executive support, and associate-facing office services.

Key responsibilities

1. Executive & secretarial support

- Manage the calendars, meetings and travel of the Founder and senior leadership across time zones.
- Screen calls and emails, prioritise requests and handle routine correspondence independently.
- Maintain confidentiality of leadership, client and associate information.

2. Office administration & facilities

- Run day-to-day office operations: housekeeping, utilities, seating, security and maintenance.
- Manage office supplies, IT asset inventory and vendor relationships; raise POs and track deliveries.
- Coordinate laptop, email and tool access for new joiners with IT, and retrieve assets on exit.
- Handle courier, 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 and reconcile it monthly.
- Support client invoicing by collating timesheets and supporting documents.
- Maintain the vendor master and renewal calendar for subscriptions,



licences and insurance.

4. People & associate support

- Support HR with onboarding paperwork, offer letters, ID cards and induction logistics.
- Maintain associate records, attendance and leave trackers.
- Plan internal events, town halls, offsites and recognition moments
- Act as the first point of contact for associates' administrative queries

5. Documentation & systems

- Organise the shared drive with a transparent folder structure, naming conventions and access controls.
- Create and maintain admin SOPs, checklists and templates.
- Prepare simple MIS reports on admin spend, vendor status and compliance deadlines.

Skills & qualifications

Must have

- Bachelor's degree in any discipline (Commerce or Business Administration preferred).
- 13 years in office administration, executive assistance or secretarial roles.
- Excellent written and spoken English; clear, professional business correspondence.
- Strong command of Microsoft 365 (Word, Excel, PowerPoint, Outlook/Gmail, Calendar).
- Highly organised, with a sharp eye for detail and deadlines.
- Proven discretion with confidential information.

Personal attributes

- Proactive and solution-oriented; anticipates needs before being asked.
- Calm under pressure and able to juggle competing priorities.
- Approachable and service-minded towards associates, clients and vendors.

Pay: Up to ₹50,000.00 per month

Work Location: In person

📌 Executive Assistant to CEO (Bengaluru)
🏢 Matasma Technologies
📍 Bengaluru