Executive Assistant and Admin Coordinator

About Anchanto:

Anchanto helps all businesses to exploit the full potential of e-commerce. Our suite of SaaS Products enables companies globally to springboard omnichannel sales, scale fulfilment operations, and use intelligent data to grow their e-commerce, logistics & warehousing activities. Leading, brands, distributors, retailers, and logistic enterprises such as L’Oréal, Decathlon, or DHL Supply Chain rely on our technology to scale their local and global e-commerce operations.

Headquartered in Singapore and with more than 10 local offices across Asia-Pacific, the Middle East and Europe, we are growing rapidly and looking for ambitious people to join our teams to build the future successes of Anchanto. 

Job Title: Executive Assistant & Admin Coordinator
Location: Baner, Pune
Reporting To: CHRO
Department: Executive Office / Administration

We are looking for a dynamic and highly organized Executive Assistant & Admin Coordinator to provide comprehensive administrative support to the CEO, CXOs (based in Singapore and globally), and oversee daily office operations. This role requires exceptional multitasking skills, discretion, attention to detail, and the ability to proactively manage both executive-level support and office administration responsibilities.

• Provide high-level administrative support to the CEO and CXOs.
• Manage and maintain executive calendars, including scheduling meetings, appointments, and travel.
• Prepare executives for meetings by collecting and organizing materials in advance.
• Attend meetings with or on behalf of the executives, take detailed notes, prepare minutes, and track action items.
• Coordinate travel arrangements, including booking flights, hotels, ground transportation, and travel itineraries.
• Handle confidential and sensitive information with utmost discretion.
• Coordinate business lunches, dinners, and reservations for meeting venues as required.
• Maintain a structured filing system for executive documents and correspondence.
• Support executives with research, special projects, presentations, and other ad-hoc tasks.

• Oversee the general office environment to ensure cleanliness, readiness, and safety.
• Liaise with building management for repairs, maintenance, visitor access, and overall facilities management.
• Manage procurement and stock of office supplies to ensure uninterrupted operations.
• Coordinate with vendors for services including ID cards, branding materials, office celebrations, and travel bookings.
• Plan and execute company events and internal engagement activities in collaboration with relevant teams.
• Assist in processing employee claims and reimbursements by collating and submitting necessary data to the Finance team.
• Support the logistical coordination of in-office meetings and events including catering, venue setup, and technology needs.

• Bachelor’s degree or equivalent experience in Business Administration, Management, or related field.
• 4+ years of experience in executive assistance and/or office administration.
• Strong organizational, communication, and interpersonal skills.
• High level of discretion, integrity, and ability to handle confidential information.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and scheduling tools.
• Ability to work independently, prioritize tasks, and manage multiple responsibilities efficiently.
• A proactive mindset with a service-oriented approach.

• Exposure to high-level global leadership interactions.
• Opportunity to be part of a collaborative and fast-paced work environment.
• Involvement in a variety of company-wide projects and initiatives.