Executive Support Specialist

About Mindstix Software Labs

Mindstix accelerates digital transformation for the world's leading brands. We are a team of passionate innovators specialized in Digital Experiences, Enterprise Mobility, Cloud Engineering, and Data Science.

Our UX studio and modern-stack engineers deliver world-class products for our global customers that include Fortune 500 enterprises and silicon valley startups. Our work impacts industries such as eCommerce, Luxury Retail, SaaS, Consumer Tech, Health Tech, and Hospitality.

A fast-moving open culture powered by curiosity and craftsmanship. A team committed to bold thinking and innovation at the intersection of business, technology, and design . That’s our DNA.

Roles and Responsibilities :

At Mindstix, our success depends on people, productivity, and procedures. The office administrator is a supportive force in each of these areas, and we’re currently seeking someone stellar to take the reins. The ideal candidate for the role is a flexible problem-solver with excellent communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role. Effective multitasking and a unique ability to handle the unexpected are essential qualifications for the position.

• Provide administrative support to CEO and senior executives to ensure that office operations run efficiently and company goals and objectives are accomplished.
• Oversee day-to-day office operations and ensure smooth functioning.
• Handle office correspondence, phone calls, emails, and other communications ensuring timely and appropriate responses.
• Assist to the HR Team in maintaining and updating employee records.
• Assist in the onboarding process for new employees, setting up workstations and access to necessary tools.
• Assist in the exit process for collecting company assets and updating the records.
• Maintain accurate records, files, and databases, ensuring confidentiality and data security.
• Manage office supplies, equipment, and inventory, anticipating needs and placing orders when necessary.
• Coordinate with vendors and service providers for new products and services required as well as maintenance of existing products and services.
• Coordinate and oversee office maintenance and repairs, liaising with relevant vendors. Ensure office facilities are well-maintained, clean, and organized.
• Assist with basic bookkeeping tasks, such as tracking expenses, processing invoices, and reconciling accounts
• Arrange travel itineraries, including flights, accommodations, and transportation, for executives and other staff members as required.
• Coordinate meetings, conferences, and events logistics, including venue booking, catering, audio-visual setup, and attendee management.
• Prepare meeting agendas, take minutes, and distribute relevant materials.
• Handle sensitive and confidential information with integrity and discretion.
• Serve as primary liaison between company staff and building managers, providing information, answering questions, and responding to requests.
• Build and maintain positive relationships with internal staff, clients, suppliers, and other stakeholders.
• Act as a point of contact for inquiries and requests, redirecting or responding appropriately.

Qualifications and Skills

Who Fits Best?

Benefits

An opportunity to work in a competitive environment with top-tier engineers in your industry. Flexible working environment, competitive compensation, and perks, health insurance coverage, rewards and recognition, accelerated career planning. An opportunity to build products and solutions at a truly global scale.

Location

Baner, Pune - Work from office

Equal Opportunity Employer

Mindstix is committed to an inclusive and diverse work environment. We do not discriminate based on race, color, ethnicity, ancestry, national origin, religion, gender, gender identity, gender expression, sexual orientation, age, disability, veteran status, genetic information, marital status, or any other legally protected status.