Job Description – Executive Assistant to Co-founder

Location: Kothrud, Pune, Maharashtra
Work Mode: On-site
Experience: 3–6 Years
Working Hours: 12:00 PM – 9:00 PM
Flexibility: Flexible with US time zones when the Director is travelling

About the Role

We are looking for an Executive Assistant to support the Co- Founder. This role combines calendar management, meeting coordination, external communication follow-ups, podcast/webinar coordination, travel and event support, documentation, and action tracking. The ideal candidate should be excellent at scheduling, follow-ups, coordination, written communication, and handling multiple moving parts with maturity and ownership.

Key Responsibilities

1. Calendar & Daily Schedule Management

Manage the Director’s daily, weekly, and monthly calendar.

Schedule internal and external meetings across India and US time zones.

Manage meeting invites, calendar links, reminders, rescheduling, and follow-ups.

Ensure meeting links, agendas, documents, and basic context are ready before calls.

Protect focus time, flag calendar conflicts, and help maintain a smooth daily rhythm.

2. Meeting Preparation, Follow-ups & Action Tracking

Prepare basic meeting briefs with purpose, past context, required documents, and expected next steps.

Coordinate with internal teams to collect relevant inputs before key meetings.

Track action items from meetings and discussions.

Maintain daily and weekly follow-up trackers.

Follow up with internal teams and external stakeholders to ensure timely closure.

Ensure important tasks, commitments, and conversations do not fall through the cracks.

3. Email, Message & Communication Support

Draft basic emails, reminders, confirmations, thank-you notes, and follow-up messages.

Support communication with clients, partners, podcast guests, webinar speakers, vendors, and internal stakeholders.

Track important emails/messages that need response or action.





Maintain a warm, professional, and explicit communication style.

Escalate important matters to the Director in a timely manner.

4. Podcast, Webinar & External Coordination

Coordinate with podcast guests and webinar speakers for scheduling and confirmations.

Share calendar invites, meeting links, bios, headshots, topics, and preparation notes.

Coordinate with the content and marketing team for promotional requirements.

Maintain trackers for podcast guests, webinar speakers, partner conversations, and event follow-ups.

Ensure all external guests have a smooth and professional experience with Finsmart.

5. Travel & Conference Support

Coordinate domestic and international travel plans.

Manage flights, hotels, transport, visa documents, insurance, conference registrations, and itinerary details.

Prepare travel folders with tickets, hotel confirmations, event schedules, meeting lists, and important contacts.

Coordinate client meetings, networking meetings, dinners, socials, and conference-related follow-ups.

Support post-event follow-up tracking with clients, prospects, partners, and industry contacts.

6. Documentation, Organization & Director Productivity

Maintain organized folders, trackers, contact lists, meeting notes, and important documents.

Keep updated lists for clients, partners, event contacts, podcast guests, webinar speakers, and internal action items.

Manage reminders, appointments, subscriptions, renewals, and basic administrative tasks where required.

Coordinate with internal admin, finance, HR, marketing,



and sales teams for operational matters.

Help reduce scheduling gaps, missed follow-ups, and coordination delays.

Ideal Candidate Profile

We are looking for someone with:

3–6 years of experience as an Executive Assistant, Founder’s Office Coordinator, Executive Coordinator, Admin Executive, Communication Coordinator, or similar role. Dealing with US clients, community is an added advantage.

Robust calendar and meeting management skills.

Excellent written and spoken English.

Ability to communicate professionally with senior external stakeholders.

Strong follow-up discipline and attention to detail.

Comfort working across India and US time zones.

Good working knowledge of Google Calendar, Gmail, Google Sheets, Google Docs, Excel, and basic project trackers.

Prior experience supporting founders, CXOs, US-facing teams, events will be preferred.

Requirements

Skills Required:

Calendar management

Meeting coordination

Email drafting

Follow-up tracking

Travel planning

Event coordination

Podcast/webinar coordination

Documentation

Stakeholder coordination

Google Workspace / MS Office

Ownership and reliability

Confidentiality and discretion

Benefits

Success Metrics

The person will be measured on:

Calendar discipline and meeting preparedness.

Timely scheduling and rescheduling of meetings.

Timely follow-ups and closure of action items.

Accuracy of trackers, notes, documents, and travel plans.

Smooth coordination of podcasts, webinars, events, and external meetings.

Reduction in missed follow-ups or scheduling gaps.

Quality and professionalism of communication.

Ability to handle confidential information responsibly.

Overall improvement in the Director’s productivity and daily rhythm.

Timings

12 PM to 9 PM (Flexible to US time zone when the Director is travelling)

📌 Executive Assistant to Co-founder (Pune)
🏢 r3 Consultant
📍 Pune