EA and Office Manager (Mumbai)

We are looking for an EA to the CEO with some overlapping responsibilities as an Office Manager in Mumbai. You will be responsible for overseeing various aspects of the CEO’s office as well as our Mumbai (and other) office operations. You will be responsible for ensuring that all processes run smoothly, and facilitating the stakeholders to be able to focus on their respective responsibilities and priorities. This role requires a combination of administrative, organizational, and interpersonal skills to manage the diverse needs of all stakeholders.



you’ll be responsible for—

EA Duties and Personal Assistance

  • Represent the CEO:
  • ~Attend leadership meetings on behalf of the CEO when required.
  • ~Act as the CEO’s proxy in discussions, presenting the CEO’s viewpoints and decisions as needed.
  • Minutes of Meetings (MoMs):
  • ~Take detailed and accurate minutes during leadership meetings.
  • ~Ensure that all relevant discussions, decisions, and action items are documented.
  • ~Prepare and distribute MoMs promptly after meetings to share with the CEO and relevant stakeholders.
  • Make travel arrangements, and book appointments as required by the CEO.
  • Provide support in executing personal tasks, such as shopping, gift purchasing, and event planning as and when needed
  • Help with personal organization and time management, including setting reminders and deadlines.
  • Work with the CEO’s office and EA in the USA to ensure all CXO tasks are closed.

Security and Confidentiality

  • Ensure the security and confidentiality of sensitive information.
  • Implement security measures to protect the stakeholders and assets.

Administrative Duties

  • Manage the CEO’s calendar, appointments, and schedule both personal and professional commitments.
  • Handle correspondence, emails, and phone calls for the employer and respond to inquiries as needed.
  • Maintain records, files, and documents for all office-related operations.

Office Management

  • Organize and maintain the office space, supplies, and equipment.
  • Assist with administrative tasks related to the CEO’s business or professional work, such as managing email accounts or coordinating meetings.
  • Assist with bank tasks, including deposits, withdrawals, and other financial transactions.
  • Handle office-related tasks such as ordering supplies, maintaining records, and assisting with basic IT troubleshooting.
  • Act as a point of contact between the CEO and various stakeholders, including external parties, vendors, contractors, business associates, etc.
  • Maintain effective communication with the global teams.

supporting tasks will include—

you need—

  • Previous experience of at least 4 years in an EA to the CEO role.
  • Prior experience in an Office Manager role.
  • Strong organizational abilities to manage multiple tasks and responsibilities efficiently.
  • Excellent communication skills, both written and verbal, to interact with various individuals and handle correspondence.
  • High level of discretion and ability to handle sensitive information with utmost confidentiality.
  • Ability to anticipate and address issues proactively and find effective solutions.
  • Proficiency in using office software and technology for different tasks.
  • To be based out of Mumbai or willing to relocate there.
  • To work out of the EST/IST time zones as per the CEO’s requirement.
  • Willingness to adapt to changing priorities and schedules as needed.
  • To work out of the Mumbai office/home office as and when required.

role relationships—

technical skills—

bonus points for—

what you get—

  • Best in class salary: We hire only the best, and we pay accordingly.
  • Diverse Responsibilities: You'll enjoy a dynamic role that combines office management and CEO management duties, providing a unique and varied work experience.
  • Professional Development: We are committed to fostering your professional growth. You will have access to training and development opportunities to enhance your skills.
  • Autonomy and Responsibility: You will have the autonomy to make decisions and manage the office efficiently, demonstrating your leadership skills.
  • Flexible Schedule: While certain responsibilities require regular office hours, we offer flexibility to accommodate personal and family needs when necessary.
  • Generous Benefits: In addition to competitive compensation, our benefits package includes health insurance, and other perks.
  • Personal Growth: This role offers opportunities for personal growth and development, as you will be entrusted with significant responsibilities and challenges.
  • Job Security: Join a stable organization with a strong track record of success and a commitment to long-term growth and stability.

about us—

We are Proximity — a global team of coders, designers, product managers, geeks, and experts. We solve complex problems and build cutting edge tech, at scale. Our team of Proxonauts is growing quickly, which means your impact on the company’s success will be huge. You’ll have the chance to work with experienced leaders who have built and led multiple tech, product and design teams. Here’s a quick guide to getting to know us better: