Job Description

A. About Flipspaces (

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We’re Flipspace, a design-tech powerhouse reshaping the future of commercial interiors. Our

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AI-powered platform lets clients visualize and co-create their spaces in real time. Backed by in-house manufacturing and end-to-end execution capabilities, we’ve built 10 M+ sq. ft. for top startups, enterprises, co-working brands, and global giants.

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Born at the intersection of design, tech, and manufacturing, we're led by IIT founders and are scaling rapidly across India, the US, Singapore, and the Middle East with 7 offices and a 500-strong team.

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The vision? The next 5 years? All about scale, speed, and global impact. We’re bringing on trailblazers to drive that vision.

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B. Why Flipspaces?

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We're fresh off a $50M Series C raise with Marquee investors like Iron Pillar, SMBC Asia Rising Fund, Panthera Growth Partners, and CE-Invests joining the journey. With plans to scale across India, the US, and the UAE , double down on AI-powered tech , and explore strategic acquisitions , this is your chance to join a design-tech rocketship at full throttle. Join one of the fastest-growing design-tech ventures, reimagining commercial interiors across India and the US. At Flipspaces, we don’t just design spaces — we engineer experiences through immersive VR, data-led execution, and bold innovation.

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C. Flipspaces Collaterals:

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Take a sneak peek at our game-changing tech...

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Work Culture- Inside Flipspaces:

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Website:

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Location: Mumbai

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Reporting To: Founder’s Office

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D. Role Overview

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We are looking for a highly organised, technology-oriented and proactive Executive Assistant to CEO to manage calendar, meetings, communication, strategic initiatives and stakeholder coordination.

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The ideal candidate should be comfortable using AI tools, task-management platforms and automation solutions to improve productivity. This role requires strong ownership of schedules, meetings, Minutes of Meetings, action trackers, follow-ups, events and confidential communication. The individual must be able to convert discussions into structured actions, ensure timely closure and help the Founder remain focused on high-impact priorities.

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E. Primary Responsibilities

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Calendar and Priority Management

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- Manage the Founder’s calendar, including internal meetings, external appointments and strategic reviews.
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- Prioritise meetings based on urgency, business impact and stakeholder importance.
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- Identify scheduling conflicts and proactively recommend suitable alternatives.
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- Protect the Founder’s time by ensuring effective planning and meeting preparedness.
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- Coordinate travel, itineraries, accommodation and other logistical requirements.
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Task Management and Follow-ups

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- Maintain a centralised tracker for commitments, decisions, deliverables and action items.
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- Assign clear owners,



timelines and priorities to tasks emerging from meetings and discussions.
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- Follow up with internal and external stakeholders to ensure timely completion.
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- Highlight delays, risks and dependencies before they affect business outcomes.
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- Provide the Founder with concise daily and weekly updates on critical pending matters.
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- Use task-management tools to maintain visibility and accountability across initiatives.
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Meeting Management and Minutes of Meetings

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- Coordinate leadership meetings, business reviews, investor discussions and external stakeholder meetings.
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- Prepare agendas, pre-reads, presentations and relevant background information.
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- Attend key meetings and prepare accurate, structured Minutes of Meetings.
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- Clearly document decisions, responsibilities, deadlines and next steps.
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- Circulate MOMs promptly and track action items through completion.
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- Maintain an organised and searchable repository of meeting records and decisions.
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AI Tools and Productivity Automation

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- Use AI tools to prepare meeting summaries, draft communication, conduct research and organise information.
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- Leverage AI for presentation support, report preparation, data summarisation and action-item extraction.
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- Identify opportunities to automate repetitive administrative and coordination activities.
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- Evaluate and implement productivity tools that improve scheduling, follow-ups and information retrieval.
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- Maintain appropriate confidentiality and human review while using AI tools.
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- Stay updated on emerging AI applications relevant to executive productivity and business operations.
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Communication and Stakeholder Coordination

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- Act as a professional liaison between the Founder and internal or external stakeholders.
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- Draft, review and manage emails, messages, presentations and other communication.
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- Coordinate with leadership teams, investors, clients, partners and Key Account Managers.
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- Ensure that stakeholder requests and inbound queries are acknowledged and addressed promptly.
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- Maintain discretion while handling sensitive business and leadership communication.
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- Support digital networking and professional outreach, including LinkedIn communication when required.
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Events and Engagements

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- Plan and coordinate leadership events, business conferences, networking engagements and company initiatives.
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- Manage invitations, registrations, schedules, guest coordination, vendors and event logistics.
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- Prepare detailed event plans, budgets, responsibility trackers and contingency arrangements.
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- Coordinate internal team-engagement activities, leadership off-sites and special events.
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- Track event-related actions and prepare post-event summaries where required.
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Strategic and Business Support

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- Support the Founder in planning and tracking strategic business initiatives.
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- Conduct research and prepare concise reports, briefs and decision-support documents.
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- Coordinate with cross-functional teams to gather business updates and relevant information.
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- Assist in preparing leadership presentations, dashboards and business-review material.
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- Monitor the progress of high-priority initiatives and highlight areas requiring leadership intervention.
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- Handle special projects requiring cross-functional coordination and structured execution.
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Document and Information Management

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- Maintain organised records of confidential documents, presentations, reports and correspondence.
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- Create systematic folders and repositories for quick information retrieval.
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- Ensure version control and accuracy of documents shared with leadership.
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- Maintain confidentiality and restrict access to sensitive information appropriately.
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Required Skills and Competencies:

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- Strong working knowledge of AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar platforms.
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- Excellent written and verbal communication skills.
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- Advanced proficiency in Microsoft Office and Google Workspace.
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- Excellent calendar, meeting and travel-management capabilities.
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- Strong experience in preparing MOMs and tracking actions through closure.
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- Strong planning, prioritisation and multitasking abilities.
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- High attention to detail with the ability to manage multiple stakeholders and deadlines.
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- Ability to interpret discussions and convert them into clear tasks and deliverables.
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- High level of discretion, confidentiality and professional maturity.
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- Ability to work independently in a fast-paced and founder-led setting.
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- Solution-oriented mindset with a strong sense of ownership and urgency.
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Preferred Qualifications & Experience

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- Bachelor’s degree in Business Administration, Management, Commerce, Communications or a related discipline.
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- Minimum 4 years of relevant experience as an Executive Assistant, Founder’s Office professional, Chief of Staff associate, Project Coordinator or similar role.
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- Previous experience supporting a Founder, CEO, CXO or senior business leader is strongly preferred.
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- Experience in a startup, high-growth or technology-led organisation would be advantageous.
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- Experience coordinating leadership events and cross-functional projects is preferred.
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Why Join Us?

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- A rare blend of tech × design × manufacturing.
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- Leadership team with strong IIT/startup DNA.
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- High ownership, customer-first culture.
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- Rapid global expansion — be part of the journey.
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📌 Executive Assistant (Mumbai)
🏢 Flipspaces
📍 Mumbai