Position: Executive Assistant to Founder

Industry: Marketing, PR & Communications

Location: Mumbai

Experience: 3–6 years preferred

Employment Type: Full-time

Reporting To: Founder

Email: [email protected]

About the Role

We are looking for a highly organised, proactive, sharp, and discreet Executive Assistant to the Founder to manage the Founder’s day-to-day professional and personal requirements and act as a key coordination point across the agency.

Key Responsibilities

1. Founder & Calendar Management

· Manage the Founder’s professional and personal calendar, including meetings, calls, appointments, commitments, and key dates.

· Prioritise meetings and commitments based on urgency, importance, and the Founder’s priorities.

· Ensure there are no scheduling conflicts or missed commitments.

· Prepare the Founder for upcoming meetings with relevant briefs, documents, presentations, context, and background information.

· Coordinate internal and external meetings, including Microsoft Teams calls.

· Maintain a clear view of the Founder’s daily, weekly, and monthly priorities.

· Proactively identify scheduling issues and recommend solutions rather than waiting for conflicts to arise.

· Ensure adequate time is blocked for important business priorities, preparation, travel, and personal commitments.

2. Follow-ups & Task Management

· Maintain a comprehensive tracker of tasks, instructions, decisions, and follow-ups assigned by the Founder.

· Ensure timely closure of pending matters without requiring repeated reminders.

· Follow up with internal teams on pending deliverables, deadlines, approvals, and updates.

· Ensure action points from meetings are documented, assigned, and followed through.

· Proactively escalate delays, blockers, missed deadlines, and critical issues to the Founder.

· Ensure important decisions and instructions from the Founder are accurately communicated to the relevant individuals.

· Maintain visibility on open items until they are fully resolved rather than considering a follow-up complete simply because a reminder has been sent.

3. Internal Coordination

· Act as a central coordination point between the Founder and various agency teams, including PR, Social Media, Brand, Digital Marketing, Business Development, HR, and Operations.

· Coordinate with department heads and managers to obtain regular updates required by the Founder.

· Track important team deliverables and highlight areas requiring the Founder’s attention.

· Assist in organising weekly and monthly review meetings.

· Prepare meeting agendas, Minutes of Meeting (MoMs), and action trackers.

· Ensure decisions taken during meetings are communicated and subsequently actioned.

· Facilitate smooth information flow between the Founder and relevant departments without creating unnecessary meetings or communication gaps.

4. Client & Business Coordination

· Assist the Founder in managing communication and coordination with key clients, business partners, and external stakeholders.

· Coordinate client meetings, calls, proposals, presentations, and follow-ups.

· Maintain trackers for important clients, partnerships, and business opportunities.





· Ensure client-related requests requiring the Founder’s intervention are brought to the Founder’s attention and followed through until closure.

· Support the Founder in preparing for pitches, business meetings, negotiations, and strategic discussions.

· Ensure important client commitments and Founder-level follow-ups are not missed.

5. Business Development Support

· Assist with tracking leads, prospects, proposals, meetings, and follow-ups.

· Coordinate with the Business Development team to ensure timely updates on important prospects and opportunities.

· Help schedule discovery calls, pitches, and business meetings.

· Maintain an organised database of key contacts, prospects, partners, founders, and opportunities.

· Conduct basic research on prospective clients, brands, founders, industries, and market opportunities when required.

· Flag important pending proposals, follow-ups, and opportunities requiring the Founder’s attention.

6. Research & Strategic Support

· Conduct research on competitors, brands, events, influencers, prospective clients, partnerships, and potential business opportunities.

· Prepare concise and useful research summaries and briefing notes for the Founder.

· Support the Founder with presentations, reports, documents, proposals, and other business material.

· Track relevant industry news, campaigns, trends, and developments that may be useful for the Founder or agency.

· Organise information in a manner that allows the Founder to make decisions quickly without having to independently search for background information.

7. Personal & Lifestyle Management

· Assist the Founder with personal calendar management, appointments, reservations, commitments, and important dates.

· Coordinate personal travel, including flights, hotels, transportation, itineraries, and related logistics.

· Manage and follow up on personal appointments, bookings, renewals, deliveries, reservations, and other time-sensitive requirements.

· Coordinate with household staff, drivers, vendors, service providers, consultants, and personal contacts when required.

· Assist with personal purchases, gifting, reservations, events, and special arrangements as required.

· Maintain relevant personal records, confirmations, documents, and important information in an organised and confidential manner.

· Coordinate personal and skilled schedules to avoid conflicts and ensure effective management of the Founder’s time.

· Handle personal correspondence and coordination on behalf of the Founder when specifically authorised.

· Anticipate upcoming requirements and proactively flag deadlines, appointments, travel requirements, renewals, bookings, or logistical concerns.

· Maintain complete confidentiality and discretion regarding the Founder’s personal life, schedule, family, contacts, travel,



and other private matters.

8. Administrative & Operational Support

· Manage important documents, files, records, correspondence, and information.

· Maintain organised physical and digital folders and ensure important documents are easily accessible.

· Coordinate with vendors, consultants, service providers, and external stakeholders when required.

· Assist with professional and personal travel planning, itineraries, bookings, and logistics.

· Support the Founder with ad-hoc administrative and operational requirements.

· Handle sensitive company and personal information with complete discretion.

Authority & Escalation The Executive Assistant acts as an extension of the Founder for the purposes of coordination, communication, follow-ups, scheduling, information gathering, and execution tracking.

The role requires initiative and independent judgment; however, coordination authority should not be interpreted as independent management authority.

Unless specifically authorised by the Founder, the Executive Assistant should not independently:

· Alter company policies, working hours, attendance requirements, or operational processes.

· Make HR, hiring, termination, compensation, or disciplinary decisions.

· Change reporting structures or departmental responsibilities.

· Make financial commitments, approve budgets, or commit company expenditure.

· Make commitments to clients, employees, vendors, or external stakeholders on behalf of the Founder where approval is required.

· Override decisions made by department heads or managers within their functional areas.

· Communicate a personal decision as a decision of the Founder without the Founder’s approval.

Where there is uncertainty regarding authority, the EA is expected to escalate the matter rather than assume approval.

The EA is expected to exercise judgment in routine coordination matters while ensuring that management, policy, financial, HR, and strategic decisions remain with the Founder or the relevant authorised department head.

Key Skills & Competencies

· Excellent organisational and time-management skills.

· Strong verbal and written communication.

· Exceptional follow-up and task-closure ability.

· Ability to prioritise multiple professional and personal requirements simultaneously.

· Strong attention to detail.

· Highly proactive approach and ability to anticipate requirements.

· Ability to distinguish between matters that can be handled independently and those requiring escalation.

· Ability to work under pressure and manage tight deadlines.

· Robust interpersonal and coordination skills.

· High level of discretion, maturity, and confidentiality.

· Comfortable communicating with senior stakeholders, clients, founders, employees, vendors, and external partners.

· Ability to communicate firmly and professionally without overstepping functional authority.

· Good understanding of the marketing, PR, advertising, or communications ecosystem is preferred.

· Strong research, documentation, and presentation skills.

· Proficiency in Microsoft Office 365, Excel/Google Sheets, PowerPoint, Microsoft Teams, Outlook, and task/project management tools.

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