Website:
Job details:
Job Title
Executive Assistant to the Founder & CEO
Location: Pune (Hybrid)
Department: Founder’s Office
Reports To: Founder & CEO
3 days a week - work from office one day
About Digibeezsy Media
Digibeezsy Media is a fast-growing digital marketing and creative agency helping brands build their digital presence through Branding, Website Development, Social Media Marketing, Performance Marketing, SEO, AI-driven Marketing Solutions, and Creative Design. We are looking for a highly organized, trustworthy, and proactive Executive Assistant who can become the Founder’s trusted support by managing day-to-day business operations and ensuring seamless coordination across departments.
Role Overview
The Executive Assistant to the Founder will play a pivotal role in supporting the Founder across Finance, HR & Payroll, Vendor Management, Administrative Operations, and Executive Coordination.
The ideal candidate should be detail-oriented, highly confidential, capable of multitasking, and possess excellent communication and organizational skills.
Key Responsibilities
1. Founder's Office Management
- Manage the Founder’s daily calendar, appointments, and meetings.
- Schedule internal and client meetings.
- Prioritize the Founder's daily tasks and follow up on pending action items.
- Prepare meeting agendas and record MOM (Minutes of Meeting).
- Coordinate travel, hotel bookings, and itineraries.
- Handle confidential documents and sensitive information.
- Prepare presentations, reports, and business documents.
- Screen emails and ensure timely responses.
- Follow up with internal teams on deliverables and deadlines.
- Coordinate with clients, partners, and stakeholders on behalf of the Founder.
- Assist in business planning and strategic initiatives.
2. Finance & Accounts Coordination
Maintain daily expense records.
- Track incoming client payments and outstanding receivables.
- Generate invoices and coordinate collections.
- Prepare payment schedules for vendors.
- Verify bills, invoices, and supporting documents before payment.
- Maintain petty cash records.
- Assist in monthly MIS preparation.
- Track company expenses against budgets.
- Maintain records of subscriptions, software renewals, and recurring payments.
- Process the employee salary, by computing the professional tax and adjusting the loss of pay, as required
- Prepare reimbursement statements.
- Coordinate with the Chartered Accountant for bookkeeping and statutory compliance. Maintain all required documentation for audits and financial reviews.
3. HR & Payroll Administration
- Maintain employee attendance and leave records.
- Coordinate monthly payroll inputs.
- Prepare salary sheets for payroll processing.
- Track employee reimbursements.
- Maintain employee files and HR documentation.
- Issue offer letters, appointment letters, and experience certificates.
- Coordinate onboarding and offboarding activities.
- Maintain HR policies and compliance documentation.
- Track probation confirmations.
- Manage employee asset allocation and recovery.
- Coordinate recruitment interviews and candidate scheduling.
- Maintain employee databases.
- Organize employee engagement initiatives.
- Generate salary slips every month and sharing with the employees
4. Vendor Management
- Maintain a vendor database and collaboration related documents
- Coordinate with vendors for timely deliveries.
- Obtain quotations and compare pricing.
- Process vendor purchase orders.
- Ensure timely vendor payments.
- Negotiate with vendors whenever required.
- Track AMC renewals and service contracts.
- Maintain documentation related to vendors and agreements.
- Resolve vendor-related issues and escalations.
- Coordinate with office service providers and utility vendors.
5. Administrative Responsibilities
- Maintain office supplies inventory.
- Coordinate office maintenance.
- Handle courier and logistics requirements.
- Manage company documentation and filing systems.
- Coordinate office events and meetings.
- Maintain company licenses and registrations.
- Track annual renewals and statutory deadlines.
Required Skills
- Strong organizational and multitasking abilities.
- Excellent written and verbal communication.
- High level of confidentiality and integrity.
- Strong follow-up and coordination skills.
- Proficiency in Microsoft Excel, Word, PowerPoint, and Google Workspace.
- Ability to prepare MIS reports and documentation.
- Basic understanding of accounting and payroll processes.
- Strong problem-solving skills.
- Ability to work independently with minimal supervision.
- Time management and prioritization skills.
- Very comfortable to talk in English, Marathi and Hindi
Preferred Qualification
- Bachelor's degree in Commerce, Business Administration, Management, or a related field.
- 3 years of experience as an Executive Assistant, Office Administrator, HR Executive, Accounts Executive, or Operations Coordinator.
- Experience working in a startup, agency, or SME environment is preferred.
Key Competencies
- Ownership mindset
- Attention to detail
- Accountability
- Professionalism
- Confidentiality
- Adaptability
- Proactive approach
- Strong interpersonal skills
- Decision-making ability
- Process-oriented thinking
Why Join Digibeezsy Media?
- Work directly with the Founder and gain exposure to business strategy and leadership.
- Learn finance, HR, operations, and business management in a dynamic agency environment.
- Opportunity to grow into a Chief of Staff, Operations Manager, or Business Manager role as the company scales.
- Be part of a collaborative, fast-paced, and innovation-driven team.
Salary - will be discussed during the interview
Click on Apply to know more.