About Finiteloop
Finiteloop is a technology and design studio helping organisations build, transform, and scale with engineering, AI, and design working as one integrated capability. We embed inside client teams, operate across the full AI maturity curve (AI Curious to AI Native), and hold ourselves accountable to outcomes. Most engagements we take on are AI-touched. We are looking for people who are comfortable in the space between chaos and clarity and who move toward what is needed without being asked.
Role Overview
We are seeking a hands-on Executive Assistant and Admin Operations Manager who keeps the studio moving with the same rigour we bring to our client work. You will be embedded at the centre of Finiteloop working alongside the founding team and leadership to ensure that operations, communications, and logistics are handled with precision, discretion, and care. The work is real, the pace is real, and the impact of getting this role right is felt across everything the studio does.
Key Responsibilities
Executive Support
- Manage complex executive calendars, scheduling meetings, travel arrangements, and event coordination across multiple time zones.
- Prepare executive briefings, presentations, board materials, and confidential correspondence.
- Act as the primary point of contact between leadership and internal/external stakeholders.
- Coordinate cross-functional meetings, town halls, leadership offsites, and client engagements.
- Track executive action items, follow up on deliverables, and maintain project status dashboards.
- Draft, proofread, and edit executive communications including emails, memos, and reports.
- Handle all confidential information with absolute discretion and professionalism.
Admin & Operations
- Manage end-to-end administrative operations including procurement, facilities, vendor management, and office services.
- Develop, document, and implement standard operating procedures (SOPs) for administrative processes.
- Oversee onboarding and offboarding logistics: IT setup coordination, access provisioning, and orientation schedules.
- Manage vendor contracts, service agreements, and supplier relationships; negotiate terms and ensure SLA compliance.
- Track operational budgets, approve expenses, and provide monthly cost reports to finance.
- Coordinate HR administrative functions: leave tracking, policy adherence, and employee records management.
- Support compliance activities: document retention, audit preparation, and regulatory filings.
- Plan and execute company events, team off-sites, and all-hands meetings.
- Identify automation opportunities and implement tools to improve operational efficiency.
Required Qualifications
- 3+ years of combined experience in executive assistance and operations or administration management.
- Proven track record supporting C-suite or founder-level leadership in a fast-paced environment.
- Advanced proficiency in Microsoft 365: Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Strong organisational skills with the ability to juggle executive priorities and operational workstreams simultaneously.
- Demonstrated experience with vendor negotiation, contract management, and procurement.
- Excellent communication skills — able to represent leadership with professionalism and clarity in all written and verbal interactions with internal teams and external stakeholders.
- Able to work with minimal supervision, anticipate what is needed before being asked, and take full ownership of outcomes.
- Ability to handle sensitive and confidential information with the utmost discretion.
- High degree of initiative, follow-through, and professional presence.
Preferred Qualifications
- Experience in a technology, AI, or fast-growth studio or start-up environment.
- Familiarity with project management tools (Asana, Monday.com, Notion, or Jira).
- Knowledge of AI productivity tools (Microsoft Copilot, ChatGPT, or similar).
- Experience supporting board-level communications or investor relations.
- Project Management certification (PMP or equivalent).
- Experience supporting ISO, SOC 2, or similar compliance and audit processes.
If you are in South Bangalore, you have a locational advantage.
Why This Role at Finiteloop
We are seeking a hands-on Executive Assistant and Admin Operations Manager who keeps the organisation moving with the same rigour we bring to our client work. You will be embedded at the centre of the studio — working alongside the founding team and leadership to ensure that operations, communications, and logistics are handled with precision, discretion, and care. You will help the studio run at its best, from managing executive priorities to building the operational foundations that let everyone else focus on the work, bringing both organisational sharpness and the judgment to know what actually needs to be done.
We are also honest about what we value. Have a look at our culture code at https://finiteloop.ai/culturecode and evaluate your fitment in our environment.
Pay: From ₹300,000.00 per year
Application Question(s):
- Are you willing to undergo a background check, in accordance with local law/regulations?
- Our clients will be deep tech startup and we have to thrive in a dynamic, challenging environments that will need quick turnarounds. Are you flexible with your working hours?
- Initiative, Humility, Trust and Excellence are our core values. Will you be able to practice these values at Finiteloop?
Work Location: In person
