1. Calendar and Priority Management

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

1. Task Management and Follow-ups

- Maintain a centralised tracker for commitments, decisions, deliverables and action items.
- Assign clear owners, timelines and priorities to tasks emerging from meetings and discussions.
- Follow up with internal and external stakeholders to ensure timely completion.
- Highlight delays, risks and dependencies before they affect business outcomes.
- Provide the Founder with concise daily and weekly updates on critical pending matters.
- Use task-management tools to maintain visibility and accountability across initiatives.

1. Meeting Management and Minutes of Meetings

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

1. AI Tools and Productivity Automation

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

1. Communication and Stakeholder Coordination





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

1. Events and Engagements

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

1. Strategic and Business Support

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

1. Document and Information Management

- Maintain organised records of confidential documents, presentations, reports and correspondence.
- Create systematic folders and repositories for quick information retrieval.




- Ensure version control and accuracy of documents shared with leadership.
- Maintain confidentiality and restrict access to sensitive information appropriately.

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.

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.

Preferred candidate profile

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

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

📌 Executive Assistant - Founders Office (Mumbai)
🏢 Flipspaces
📍 Mumbai