Executive Assistant
Defyn Consulting LLP • Mumbai, Maharashtra
About the Company Defyn works with some of the sharpest, highest-performing people around — and they expect precision, warmth and zero friction, from the moment a session is booked to the moment they walk out the door. This role sits right at the centre of that experience. About the Role You won’t just manage a calendar; you’ll be the connective tissue between clients, the Leadership Team and the office itself. If you love owning the details that make everything else possible, this is built for you. Key Responsibilities Send weekly client reminders, so no one ever misses a session Run the WhatsApp conversations that lock in weekly slots, and reschedule smoothly the moment plans change Take care of in-person client food requirements — the small touches that make a big difference Share the next day's schedule with the whole team every evening, so everyone walks in prepared Keep the Leadership Team one step ahead of their own week Book travel and accommodation for the team, exactly when it's needed, so no one has to think twice Keep the office stocked — refreshments, snacking, stationery and cleaning aids Manage petty cash with a tight, transparent record Partner with Pradip to make sure the office is ready to go, every single day Handle personal day to day requirements for leadership team Be the go-to point of contact with the accountant for TDS, payments and everything in between Send monthly payment reminders to clients for their dues Maintain clean records of payments received and payments due Track and reconcile petty cash Requirements Organised, proactive, and genuinely enjoy being the person everyone can rely on Hands on experience on running the business backend Must have hands-on office administration experience Advanced proficiency in Excel and Google Sheets for reports, reconciliation and analysis Comfortable with coordinating WhatsApp communication with clients Ability to manage travel and accommodation bookings for the team Comfortable managing confidential information Comfortable with handling client hospitality and coordinating payment follow-ups Comfortable with managing petty cash and coordinating TDS Comfortable with coordinating with accountant and maintaining payment records Comfortable with anticipating requirements and coordinating meeting schedules Comfortable with managing daily reminders and follow-ups for the leadership team Comfortable with coordinating hotel accommodation bookings Comfortable with coordinating invoice-related tasks Location & Work Mode Mumbai, Maharashtra (onsite) Saturdays are working days Non-vegetarian food is not allowed in office premises
