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9 Thought Over Design Jobs
Administrative & Personal Assistant | Thought Over Design
4-9 years
Mumbai
1 vacancy
Administrative & Personal Assistant | Thought Over Design
Thought Over Design
posted 3+ weeks ago
Job Role Insights
Key skills for the job
Job Description
10.30am to 7.30pm 4 years Minimum 4 years of industry experience
10:30am to 7.30pm
10.30am to 7.30pm
The Administrative & Personal Assistant to the Founder plays a key role in ensuring smooth studio operations and managing the Founder s personal affairs. We seek a highly organized, proactive, and detail-oriented individual with strong administrative skills who can streamline daily operations and reduce the Founder s workload.
WHAT WE RE LOOKING FOR
Calendar & Travel Management
- Serve as the primary point of contact for all communication with the Founder.
- Coordinate and manage the Founder s calendar, meetings, and events.
- Plan and manage travel itineraries, including visa arrangements.
- Anticipate and adjust priorities to ensure smooth scheduling.
- Assist with organising team events, studio meetings, and external engagements.
Studio and Office Management
- Ensure the studio and office is organized, stocked, and running smoothly.
- Manage inventory and ensure essential supplies are replenished as needed.
- Handle vendor relations, facility maintenance, and tech-related issues (e.g., internet, IT support)
- Assist with research for various studio tasks, including vendor selection, product sourcing, and other operational needs.
- Supervise support staff, assign tasks, and ensure accountability.
- Assist HR with attendance, event planning, and engagement activities.
- Manage the studio petty cash and keep a clear account of the same.
Personal and Administrative Assistance
- Manage personal tasks like banking, online orders, home repairs, purchases and appointments.
- Handle confidential information with discretion.
- Act as the main contact for building staff and landlords regarding facility matters.
- Provide additional support to the Founder as needed (e.g., research, presentations, and data compilation).
- Take comprehensive meeting minutes, documenting key decisions and follow-up actions.
- Provide clear and concise meeting summaries to relevant stakeholders.
General Responsibilities
- Maintain an organized task list and conduct weekly check-ins with the Founder to ensure tasks are on track.
- Proactively identify needs and tasks without waiting for follow-ups.
- Ensure digital and physical files are well-organized for easy access.
QUALIFICATIONS
- Minimum of 4 years of experience as an administrative or personal assistant role, reporting directly to senior management.
- Ability to collate information via emails, websites, articles, and reports and develop notes, summaries, and to-dos.
- Proficiency in managing data and information, collaboration and delegation of duties.
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
- Exceptional interpersonal skills with a friendly and professional demeanor.
- Exceptional interpersonal skills with a friendly and professional demeanor.
- Ability to manage inventory and technical issues effectively.
- Proficiency in Microsoft Office Suite and Google Workspace (Google Calendar, Docs, Sheets).
- Comfort with basic tech troubleshooting (internet, IT support) and vendor coordination.
- Fluency in English & Hindi (Marathi is a bonus).
WHAT WE OFFER
- The chance to collaborate with a dynamic and passionate team.
- Exposure to diverse responsibilities, offering ample opportunities for professional growth.
- A nurturing and supportive work environment where your input and ideas are valued.
The Administrative & Personal Assistant to the Founder plays a key role in ensuring smooth studio operations and managing the Founder s personal affairs. We seek a highly organized, proactive, and detail-oriented individual with strong administrative skills who can streamline daily operations and reduce the Founder s workload.
WHAT WE RE LOOKING FOR
Calendar & Travel Management
- Serve as the primary point of contact for all communication with the Founder.
- Coordinate and manage the Founder s calendar, meetings, and events.
- Plan and manage travel itineraries, including visa arrangements.
- Anticipate and adjust priorities to ensure smooth scheduling.
- Assist with organising team events, studio meetings, and external engagements.
Studio and Office Management
- Ensure the studio and office is organized, stocked, and running smoothly.
- Manage inventory and ensure essential supplies are replenished as needed.
- Handle vendor relations, facility maintenance, and tech-related issues (e.g., internet, IT support)
- Assist with research for various studio tasks, including vendor selection, product sourcing, and other operational needs.
- Supervise support staff, assign tasks, and ensure accountability.
- Assist HR with attendance, event planning, and engagement activities.
- Manage the studio petty cash and keep a clear account of the same.
Personal and Administrative Assistance
- Manage personal tasks like banking, online orders, home repairs, purchases and appointments.
- Handle confidential information with discretion.
- Act as the main contact for building staff and landlords regarding facility matters.
- Provide additional support to the Founder as needed (e.g., research, presentations, and data compilation).
- Take comprehensive meeting minutes, documenting key decisions and follow-up actions.
- Provide clear and concise meeting summaries to relevant stakeholders.
General Responsibilities
- Maintain an organized task list and conduct weekly check-ins with the Founder to ensure tasks are on track.
- Proactively identify needs and tasks without waiting for follow-ups.
- Ensure digital and physical files are well-organized for easy access.
QUALIFICATIONS
- Minimum of 4 years of experience as an administrative or personal assistant role, reporting directly to senior management.
- Ability to collate information via emails, websites, articles, and reports and develop notes, summaries, and to-dos.
- Proficiency in managing data and information, collaboration and delegation of duties.
- Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
- Exceptional interpersonal skills with a friendly and professional demeanor.
- Exceptional interpersonal skills with a friendly and professional demeanor.
- Ability to manage inventory and technical issues effectively.
- Proficiency in Microsoft Office Suite and Google Workspace (Google Calendar, Docs, Sheets).
- Comfort with basic tech troubleshooting (internet, IT support) and vendor coordination.
- Fluency in English & Hindi (Marathi is a bonus).
WHAT WE OFFER
- The chance to collaborate with a dynamic and passionate team.
- Exposure to diverse responsibilities, offering ample opportunities for professional growth.
- A nurturing and supportive work environment where your input and ideas are valued.
Employment Type: Full Time, Permanent
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