Executive Assistant to Founders

Location: Indira Nagar, Bengaluru

Job Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and secretarial support to the Founders. The ideal candidate will be responsible for managing day-to-day administrative activities, coordinating internal and external communication, handling confidential information, maintaining documentation, managing vendors, arranging travel, and ensuring the smooth functioning of office operations.

The candidate should possess excellent communication skills, strong organizational abilities, high levels of discretion, and proficiency in Microsoft Office applications, particularly Excel and PowerPoint. The role requires the ability to work independently, prioritize multiple tasks, and maintain professional relationships with internal and external stakeholders.

Key Responsibilities

Communication & Coordination

- Answer and direct phone calls professionally.

- Organize and schedule meetings, appointments, and conferences.

- Maintain contact databases and communication records.

- Draft, prepare, and distribute correspondence, emails, letters, forms, and other business communications.

- Write emails and letters on behalf of the Founders and senior management.

- Coordinate and manage internal and external communications.

- Respond to email, telephone, and face-to-face inquiries.

- Take accurate meeting minutes and circulate action points.

- Coordinate office procedures and ensure timely follow-up on pending tasks.

- Cover reception responsibilities when required.

- Handle sensitive and confidential information with utmost discretion.

Reports & Documentation

- Prepare and assist in the creation of regular reports and presentations.

- Submit and reconcile expense reports.

- Generate business reports and management updates.

- Research and compile information for business requirements and presentations.

- Handle multiple assignments and projects simultaneously.

- Prepare, monitor, and maintain invoices and related documentation.

- Provide support and assistance to visitors and stakeholders.





- Provide information by responding to questions and requests.

Filing & Record Management

- Develop, organize, and maintain efficient filing systems.

- Maintain both manual and electronic records and filing systems.

- Carry out administrative duties including filing, typing, photocopying, scanning, printing, binding, and document management.

- Ensure proper storage and retrieval of business records and documents.

Office Administration & Inventory Management

- Order and manage office supplies and stationery.

- Maintain inventory records and ensure adequate stock levels.

- Anticipate office supply requirements and place orders accordingly.

- Verify receipt of supplies and monitor inventory usage.

- Ensure proper functioning of office equipment.

- Track preventive maintenance schedules and coordinate repairs when required.

- Maintain equipment inventories and records.

- Evaluate new office equipment and administrative techniques to improve efficiency.

Vendor Management

- Establish and maintain strong vendor relationships.

- Coordinate with vendors and service providers for office requirements.

- Negotiate contracts and service agreements.

- Develop vendor standards and identify suitable vendors based on business requirements.

- Ensure timely delivery of services and vendor compliance.

Travel & Logistics Management

- Arrange domestic and international travel for the Founders and leadership team.

- Coordinate flight bookings, hotel reservations, transportation, visas, and itineraries.

- Arrange conference halls, meeting rooms, taxis, couriers, and other logistics as required.

- Ensure seamless travel planning and execution.

Administrative Operations

- Develop and update administrative systems and processes to improve efficiency.





- Identify and resolve administrative issues proactively.

- Receive, sort, and distribute incoming mail and correspondence.

- Manage employee appointments and scheduling requirements.

- Maintain up-to-date employee leave and holiday records.

- Coordinate repairs and maintenance of office equipment and facilities.

- Greet and assist visitors, clients, and guests.

- Support colleagues with administrative and documentation requirements.

Stakeholder & Relationship Management

- Act as a point of contact between the Founders and internal/external stakeholders.

- Coordinate with clients, vendors, consultants, and employees to ensure smooth communication and execution.

- Maintain professional relationships with all stakeholders.

Knowledge Building & Continuous Improvement

- Maintain professional and technical knowledge through educational workshops, training programs, and professional publications.

- Build professional networks and industry connections.

- Participate in professional associations and relevant forums.

- Contribute to team objectives and support organizational initiatives as required.

Desired Candidate Profile

- Bachelor's degree in any discipline.

- Proven experience as an Executive Assistant, Personal Assistant, Executive Coordinator, Office Manager, or similar role.

- Excellent verbal and written communication skills.

- Strong proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook).

- Exceptional organizational, planning, and multitasking abilities.

- Ability to work independently with minimal supervision.

- Strong interpersonal, coordination, and stakeholder management skills.

- High attention to detail and problem-solving capabilities.

- Ability to manage confidential information with professionalism and discretion.

- Strong time-management skills and ability to prioritize competing responsibilities.

Preferred Attributes

- Qualified appearance and demeanor.

- Strong business acumen and ownership mindset.

- Ability to work in a fast-paced, dynamic environment.

- Flexible, resourceful, and solution-oriented approach.

📌 Executive Assistant (India)
🏢 Elite Butlers
📍 India