Admin Assistant Incubation

Responsibilities

• Module Travel & Logistics
  
  

Support the planning and coordination of travel and logistics for Incubation modules

and other vertical engagements.

Responsibilities Include:

• Coordinating intercity and intracity travel bookings for entrepreneurs, facilitators, and team members
• Managing accommodation bookings, venue coordination, and transportation logistics
• Coordinating food arrangements, stationery, merchandise, and tech requirements
• Maintaining communication with vendors, venue partners, and travel partners
• Ensuring all logistics follow internal standard operating procedures (SOPs)
• Negotiating with vendors and service providers for efficient and cost-effective arrangements
• Maintaining updated calendars and sending timely reminders to stakeholders
• On-Ground Program Support
  
  

Provide operational support during in-person modules, events and other visits.

Responsibilities Include:

• Travelling with the team for in-person modules and other vertical events
• Managing on-ground logistics and coordination for modules and school visits
• Supporting facilitators and entrepreneurs during sessions to ensure smooth
  
  

execution

• Coordinating session resources (like stationery etc. and other materials)
• Finance & Reimbursements
  
  

Support financial coordination for Incubation-related expenses.

Responsibilities Include:

• Coordinating reimbursement requests from Entrepreneurs-in-Residence and other stakeholders
• Ensuring reimbursement requests follow Circle finance policies and documentation requirements
• Maintaining records of invoices, receipts, and expense documentation
• Supporting the finance team with monthly expense tracking
• Monitoring module-related expenses to ensure effective budget utilisation
  
  

Summary

The Incubation Admin will play a key role in ensuring the smooth execution of the Circle Incubation program by supporting logistics, operations, and finance processes.

The role involves coordinating travel and logistics for monthly modules, supporting

on-ground execution during in-person engagements, and managing reimbursements and financial tracking for Entrepreneurs-in-Residence (EIRs) and other stakeholders.

This is a highly collaborative role that requires strong organisational skills, attention to detail, and the ability to coordinate across multiple stakeholders.

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