Website:
vaia.co.in
Job details:
Job Summary
Vaia is a Bengaluru-based, technology-enabled investment and sustainability advisory firm. We support funds, family offices, foundations, and high-growth companies across investment strategy, capital deployment, ESG integration, and climate-focused advisory. Through a combination of deep domain expertise and proprietary tools, we help clients drive long-term value creation aligned with sustainability and impact objectives.
We are seeking a highly organized and detail-oriented Office Administrator to ensure the smooth day-to-day operations of the office. The ideal candidate will handle administrative tasks, coordinate office activities, and provide general support to employees and management.
Key Responsibilities
1. Office Operations
- Manage daily office operations and ensure a well-functioning work environment
- Maintain office supplies inventory and place orders as needed
- Coordinate maintenance of office equipment and facilities
2. Administrative Support
- Handle incoming calls, emails, and correspondence
- Maintain filing systems (physical and digital)
- Prepare reports, documents, and presentations
- Assist in data entry and record-keeping
3. Vendor & Facility Management
- Coordinate with vendors, service providers, and contractors
- Manage office utility bills, subscriptions, and service agreements
- Support procurement processes for office-related needs
4. Scheduling & Coordination
- Coordinate logistics for internal events and team activities
- Assist as HR with onboarding logistics
5. Confidential & Executive Support
- Maintain confidential files and sensitive documentation
- Support senior leadership with administrative requirements
- Prepare meeting minutes and follow up on action items
Qualifications
Education
- Master’s or Bachelor’s degree in Business Administration, Management, or a related field is preferred.
Experience
- Minimum 3 to 4 years of relevant work experience is required.
- Proven experience as an Executive Assistant or in a similar role, supporting senior executives or C-level executives.
Skills
- Excellent organizational and time management skills with the ability to multitask and prioritize effectively.
- Exceptional verbal and written communication skills, including strong editing and proofreading abilities.
- Typing and/or shorthand skills with high accuracy to produce well-documented and accurate meeting minutes.
- Proficient in using productivity tools and software, including Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and calendar management tools.
- Strong interpersonal skills with the ability to build relationships and work effectively with individuals at all levels of the organization.
- Demonstrated ability to maintain confidentiality and exercise discretion.
- Detail-oriented mindset with a commitment to accuracy and thoroughness.
- Proactive problem-solving skills and the ability to anticipate needs and provide solutions.
- Flexibility and adaptability to handle changing priorities and work effectively in a fast-paced
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