Personal Secretary / Executive Assistant

Job Summary

We are seeking a highly organized and reliable Executive Assistant to support our founder at databaum (https://databaum.ch/). This role involves managing day-to-day administrative and backend tasks to ensure smooth operations across our teams in India and Europe, enabling leadership to focus on strategic growth.

Responsibilities

• Build and maintain trackers, expense sheets, and dashboards using Excel formulas and pivot tables; deliver a weekly report with key business metrics.
• Triage email, flag urgent items, draft routine replies, and follow up on pending threads.
• Create client and vendor invoices, send them out, and maintain a payment tracker for follow-ups.
• Prepare and file GST returns and coordinate with the company's CA/accountant on TDS and other statutory deadlines.
• Enter and update records in the CRM and Zoho Books, logging contacts, transactions, and financial entries.
• Organize invoices and receipts, log expenses, and prepare simple summaries for accounting.
• Format reports, presentations, and spreadsheets and maintain an organized cloud filing system (Zoho One).
• Act as a point of contact between the founder, the IT team in India, and the marketing/sales hire in Germany—chasing updates and ensuring alignment.
• Coordinate interview scheduling and handle basic onboarding paperwork for new hires.
• Capture meeting notes and track action items to ensure decisions are executed.
• Arrange flights, hotels, visas, and prepare itineraries for business trips.
• Handle routine follow-ups with suppliers, customers, and partners to prevent missed communications.
• Manage office supplies and logistics for quarterly or half-yearly Noida office days.
  
  

Requirements

• Minimum 4 years of proven experience as a personal secretary, executive assistant, or in an administrative/back-office role. Applications with less than 4 years experience will not be considered.
• Fluency in written and spoken English is essential; Hindi is a plus for local coordination.
• Proficiency with Excel, including formulas, pivot tables, and building trackers and reports.
• Hands-on knowledge of GST filing, invoicing, and expense tracking.
• Comfortable with MS Office and the Zoho One suite (Zoho Books, CRM, Analytics).
  
  

Benefits

• Full-time position with mostly remote work and quarterly or half-yearly office days in Noida, India.
• Indian working hours.
• Competitive salary linked to experience.
• Opportunities for professional growth in a fast-moving, flat-hierarchy team.
• Exposure to international operations across India and Europe.
• A central, trusted role working directly with the founder of a mission-driven startup.
• Strict confidentiality and NDA required for handling sensitive business, financial, and personal information.