Executive assistant

Executive Assistant to Family Office

Location: Chennai

Employment Type: Full-time, In-office

Organisation: Sakiaa

Role Overview

Sakiaa is looking for an organised, proactive and highly dependable Executive Assistant to support the day-to-day functioning of the Family Office.

The role will involve executive support, meeting coordination, documentation, follow-ups and maintaining visibility over ongoing tasks across investments, banking, finance, legal, compliance and general administration.

The ideal candidate should be someone who takes ownership, follows through on tasks and ensures that important matters do not fall through the cracks.

Key Responsibilities

Executive & Calendar Support

Manage calendars, appointments and meeting schedules. Coordinate meetings with wealth managers, bankers, fund managers, auditors, lawyers, consultants and other external parties. Maintain reminders for important meetings, deadlines and follow-ups. Coordinate travel, appointments and other executive requirements when required. Assist with routine correspondence and communication.

Meetings & Minutes

Prepare meeting agendas and relevant documents before meetings. Attend internal and external meetings when required. Take clear and structured Minutes of Meeting (Mo M). Record key discussions, decisions, action items, responsible persons and deadlines. Circulate Mo Ms and maintain an organised record of previous meetings.

Follow-ups & Execution

Maintain a central tracker of pending tasks and action items. Follow up with internal team members and external parties until matters are completed. Track commitments made during meetings. Escalate delayed or unresolved matters appropriately. Provide regular updates on pending and completed items.

Family Office Coordination

Assist in coordinating matters relating to investments, banking, taxation, legal, compliance and administration. Coordinate requests for reports, portfolio statements, investment documents and other information. Maintain organised digital records of important documents and correspondence. Help consolidate information received from multiple advisors and service providers. Maintain confidentiality of all family, financial and business information.

Administrative Support

Draft basic emails, letters, meeting notes and internal communications. Maintain contact databases and records. Organise documents and ensure information can be retrieved quickly. Coordinate signatures, documentation and submissions when required. Handle other administrative requirements of the Family Office.

Candidate Profile

Bachelor's degree in Business Administration, Commerce, Finance, Management or a related field. 2–5 years of experience as an Executive Assistant, Management Assistant, Office of the MD/CEO professional, or similar role. Strong written and spoken English. Excellent organisational and follow-up skills. Strong ability to take structured meeting notes and prepare professional Mo Ms. Comfortable working with Microsoft Word, Excel, Power Point, Outlook and calendar applications. Basic understanding of finance, banking and investments is preferred. Comfortable interacting professionally with senior executives and external advisors. High level of discretion and confidentiality.

What We Are Looking For

The person should be:

Extremely organised and detail-oriented. Proactive rather than waiting for instructions. Persistent with follow-ups without being unprofessional. Comfortable handling several ongoing matters simultaneously. Able to distinguish between urgent and non-urgent matters. Clear and concise in communication. Reliable with deadlines. Comfortable working in a small, professional Family Office environment.

What Success Looks Like

The Executive Assistant should become the Family Office's central point for coordination and follow-through.

After a meeting, there should be a clear record of what was decided, who is responsible, when it needs to be completed and whether it has actually been completed.

The objective is simple: nothing important should be forgotten, delayed or lost because nobody followed up.