? WE ARE HIRING | EXECUTIVE ASSISTANT TO THE FOUNDER

? Mumbai | Full-Time

? Experience: 3–6 Years Preferred

? Industry: Marketing, PR & Communications

? Reporting To: Founder

? Apply: [email protected]

Are you highly organised, proactive, sharp, discreet and exceptionally good at getting things done?

Do you naturally think ahead, manage multiple priorities and ensure that important tasks never fall through the cracks?

We are looking for an Executive Assistant to the Founder who can become a trusted extension of the Founder’s office and bring structure, accountability, efficiency and speed to a fast-paced business environment.

This is not a traditional administrative role .

The position goes beyond calendar management and scheduling. You will be responsible for supporting the Founder across professional and personal requirements, internal coordination, client and business matters, follow-ups, meetings, travel, research, documentation and day-to-day execution.

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? ABOUT THE ROLE

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The Executive Assistant will work closely with the Founder and coordinate with internal teams, clients, business partners, vendors, service providers and other stakeholders.

Your responsibility will be to ensure that the Founder’s:

✔ Calendar

✔ Meetings

✔ Priorities

✔ Follow-ups

✔ Commitments

✔ Business requirements

✔ Travel

✔ Personal appointments

✔ Important information are organised and managed efficiently.

A key part of the role is knowing when to act independently, when to follow up and when to escalate a matter to the Founder.

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? KEY RESPONSIBILITIES

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1. Founder & Calendar Management

- Manage the Founder’s professional and personal calendar.
- Schedule meetings, calls, appointments and commitments.
- Prevent scheduling conflicts.
- Coordinate Microsoft Teams and external meetings.
- Maintain daily, weekly and monthly priorities.
- Ensure adequate time for preparation, travel and important commitments.
- Proactively identify scheduling issues and recommend solutions.

2. Follow-ups & Task Management

- Maintain trackers for tasks, instructions, decisions and follow-ups.
- Follow up with teams and stakeholders on pending deliverables.
- Track deadlines and action points.
- Ensure tasks are followed through until actual closure.
- Escalate delays, blockers and critical issues.
- Ensure Founder instructions are accurately communicated and executed.

3. Internal Coordination

- Coordinate with PR, Social Media, Brand, Digital Marketing, Business Development, HR and Operations teams.
- Obtain updates required by the Founder.
- Track important deliverables.
- Organise weekly/monthly review meetings.
- Prepare agendas, MoMs and action trackers.
- Ensure decisions are communicated and actioned.

4. Client & Business Coordination

- Coordinate client meetings,



calls and presentations.
- Track important client commitments and follow-ups.
- Support pitches, business meetings and strategic discussions.
- Maintain visibility on important clients, partnerships and opportunities.
- Ensure Founder-level client requirements are followed through to closure.

5. Business Development Support

- Track leads, prospects, proposals, meetings and follow-ups.
- Coordinate with the Business Development team.
- Schedule discovery calls and pitches.
- Maintain an organised database of prospects and key contacts.
- Conduct basic research on prospective clients, brands and business opportunities.

6. Research & Strategic Support

- Research competitors, brands, events, influencers and potential clients.
- Track relevant industry trends and developments.
- Prepare concise research summaries and briefing notes.
- Assist with presentations, reports, proposals and business documents.
- Organise information so the Founder can make decisions quickly.

7. Personal & Lifestyle Management The role includes both professional and personal management.

You may be required to coordinate:

- Personal appointments
- Travel and hotels
- Transportation
- Reservations
- Renewals
- Deliveries
- Gifting
- Events
- Personal purchases
- Drivers and service providers
- Personal correspondence when authorised

Complete confidentiality and discretion regarding the Founder’s personal life, schedule, travel and private information are essential.

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? AUTHORITY & CONFIDENTIALITY

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The EA will act as an extension of the Founder for coordination, communication, follow-ups, scheduling, information gathering and execution tracking.

However, the role does not mean independent management authority.

Unless specifically authorised, the EA should not independently:

❌ Change company policies or working hours

❌ Make HR, hiring, termination or compensation decisions

❌ Change reporting structures

❌ Approve budgets or make financial commitments

❌ Commit company expenditure

❌ Make unauthorised client commitments

❌ Override department heads

❌ Represent a personal decision as the Founder’s decision

Where authority is unclear, the expectation is to escalate rather than assume approval.

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⭐ WHAT WE ARE LOOKING FOR

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The ideal candidate should have:

✔ 3–6 years of relevant experience

✔ Excellent organisational and time-management skills





✔ Strong verbal and written communication

✔ Exceptional follow-up and task-closure ability

✔ Strong attention to detail

✔ Ability to manage multiple priorities

✔ Proactive and solution-oriented approach

✔ Strong interpersonal and coordination skills

✔ High level of discretion and confidentiality

✔ Confidence communicating with senior stakeholders

✔ Ability to work under pressure

✔ Strong research and documentation skills

✔ Good understanding of marketing, PR, advertising or communications preferred

✔ Proficiency in Microsoft Office 365, Excel/Sheets, PowerPoint, Teams, Outlook and task-management tools.

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? THE RIGHT CANDIDATE WILL BE SOMEONE WHO…

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- Takes genuine ownership of responsibilities.
- Does not need repeated reminders.
- Anticipates requirements rather than simply reacting to instructions.
- Understands the difference between urgent, important and non-essential matters.
- Knows when to act independently and when to seek approval.
- Can follow up firmly and professionally with senior stakeholders.
- Maintains clear records of instructions, decisions and commitments.
- Escalates unresolved matters rather than allowing them to remain pending.
- Can manage professional and personal responsibilities with maturity.
- Remains calm and resourceful when unexpected situations arise.
- Understands the exceptional level of trust involved in supporting a Founder.

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? WHY THIS ROLE MATTERS

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The objective of this role is to ensure that the Founder’s time, priorities, communication, commitments and follow-ups are managed efficiently and that important matters do not fall through the cracks.

If you are someone who:

? Thinks ahead

? Takes ownership

? Follows through

? Handles confidential information responsibly

? Can manage multiple priorities

? Communicates confidently

? Solves problems instead of simply highlighting them

? Understands when to act and when to escalate

? Enjoys working in a rapid-moving environment

—you could be the person we are looking for.

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? HOW TO APPLY

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Send your updated CV to:

? [email protected]

Subject: Application – Executive Assistant to Founder

? Mumbai

? Full-Time

? 3–6 Years Preferred

? Reporting to Founder

If you believe you can bring structure, accountability, discretion and efficiency to a Founder’s office , we would love to hear from you.

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