Executive Assistant

Azlin Consultants Pvt. Ltd. · India

Executive Assistant to the Principal Azlin Consultants

Position Overview

The Executive Assistant is responsible for providing comprehensive administrative and operational support to the Principal, founder and portfolio manager of an investment management business. This includes managing schedules, handling correspondence, coordinating travel, and providing general assistance with day-to-day tasks across both fund operations and personal/family office management.

The ideal candidate will be a highly-organized and detail-oriented individual with excellent communication and interpersonal skills, strong judgment, and the ability to think independently and anticipate needs.

Reporting to: The Principal (directly)

Core Responsibilities

Calendar & Scheduling

• Manage the Principal's schedule, including scheduling appointments, meetings, and conferences
• Coordinate overlapping professional and personal commitments
• Manage calendar conflicts and optimize time allocation across competing priorities
• Anticipate scheduling needs and proactively suggest optimal timing

Correspondence & Communication

• Handle correspondence, including drafting and responding to emails, letters, and other documents
• Compose and send emails and letters on behalf of the Principal
• Manage inbox triage and ensure timely, appropriate responses
• Maintain professional tone and confidentiality in all communications

Administrative Support

• Provide general administrative support, such as preparing presentations, managing files, and ordering supplies
• Maintain office inventory and vendor relationships
• Communicate with vendors and service providers on behalf of the Principal
• Organize and file documents systematically

Travel Coordination

• Coordinate travel arrangements, including booking flights, hotels, and ground transportation
• Optimize travel for comfort, cost-efficiency, and schedule alignment
• Manage multi-city, multi-week itineraries with family and professional commitments
• Handle visa coordination, travel documentation, and logistics

Fund Operations Support

• Coordinate logistics for investor meetings, conferences, and fund-related events
• Support investor relations workflows and communications
• Manage CRM and stakeholder tracking systems
• Assist with portfolio company engagement and meeting preparation
• Support fund administration coordination with third parties

Personal & Family Office Management

• Manage household staff coordination and vendor relationships
• Support scheduling for family members and personal commitments
• Assist with personal expense management and documentation
• Handle home-related administrative tasks

Strategic Support & Problem-Solving

• Think through problems independently to identify solutions and propose options
• Conduct research and due diligence on companies, travel destinations, and service providers
• Prepare briefing materials and synthesize information
• Identify patterns, flag risks, and surface issues proactively
• Anticipate needs and prevent bottlenecks before they escalate

Essential Qualifications

Non-Negotiable:

• Integrity and trust (complete confidentiality, ethical judgment, honest communication)
• High school diploma or equivalent
• 2+ years of experience as an executive assistant or in a similar role
• Excellent organizational and time management skills
• Strong attention to detail and accuracy
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace
• Excellent written and verbal communication skills
• Ability to work independently and as part of a team
• Discreet and confidential
• English and Hindi fluency (minimum)

Core Competencies We Assess:

1. High Integrity — Confidentiality, ethical judgment, honest communication, trustworthiness
2. Intellectual Curiosity — Asks good questions, researches independently, learns continuously, brings ideas
3. Handles Pressure & Ambiguity — Thrives in fast-paced environments, manages change, works with unclear direction
4. Thorough & Detail-Oriented — Catches errors early, maintains systems, prioritizes quality
5. Thinks Outside the Box — Proposes creative solutions, challenges status quo respectfully, finds elegant workarounds
6. Hungry & Self-Directed — Takes ownership, proactive problem-solver, growth-oriented, self-motivated

Working Style & Expectations

The Principal

• Expects independence and proactive thinking
• Values people who ask good questions and surface issues early
• Appreciates efficiency; respects your time and intelligence
• Will give clear direction on priorities, but expects you to problem-solve within that frame
• Travels frequently; flexible work arrangements essential
• Direct communication style; prefers honest feedback over polished updates

The Role

• Autonomy: Own problems end-to-end; make decisions and act. Check in on big calls, but don't ask permission for everyday decisions.
• Pace: Fast-moving, multi-priority environment. Your ability to juggle and prioritize matters.
• Impact: You directly enable high-level decision-making by organizing chaos into clarity.
• Flexibility: Plans change; personal + professional worlds overlap. Adaptability is non-negotiable.

Working Hours & Availability

• Core Hours: Monday–Friday 9AM–6PM, Some Saturdays in office.
• Availability: Must always be reachable outside of core hours for urgent matters. As principal support to a busy founder, investor relations, and family coordination, emergencies and time-sensitive decisions don't follow standard office hours.

Location, Compensation & Reporting

• Location: South Mumbai
• Salary: Competitive, commensurate with experience and market rates in Mumbai. Bonus potential based on quality of work done.
• Reporting: Direct to the Principal; embedded in daily workflow