: Executive Assistant to Founder

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 skilled and personal requirements and act as a key coordination point across the agency.

This is a high-trust role that goes significantly beyond traditional calendar and administrative management. The Executive Assistant will be responsible for helping the Founder manage professional priorities, internal coordination, meetings, follow-ups, client and business matters, travel, personal commitments, and day-to-day logistics.

The EA will work closely with the Founder and coordinate with internal teams, clients, business partners, vendors, service providers, and personal contacts as required.

The ideal candidate should be comfortable working in a quick-paced marketing and communications environment, handling multiple priorities simultaneously, exercising sound judgment, maintaining strict confidentiality, and following through on responsibilities until they are closed.

A critical part of this role is understanding when to act independently, when to follow up, and when a matter requires the Founder’s approval or intervention.

Key Responsibilities

1. Founder & Calendar Management

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

· Strong 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.

· Positive 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.

What We Are Looking For The ideal candidate is someone who:

· Is highly proactive and takes genuine ownership of responsibilities.

· Does not need to be reminded repeatedly about pending tasks.

· Can independently manage the Founder’s calendar and priorities.

· Anticipates requirements rather than simply responding to instructions.

· Has strong follow-through and accountability and takes tasks through to closure.

· Understands the difference between urgent, important, and non-essential matters.

· Knows when to act independently and when to seek the Founder’s approval.

· Is comfortable following up firmly with senior employees and external stakeholders while maintaining professionalism.

· Maintains clear written records of instructions, decisions, commitments, and follow-ups.

· Escalates unresolved matters rather than allowing them to remain pending.

· Can manage both professional and personal responsibilities with maturity and discretion.

· Is resourceful and solution-oriented when unexpected situations arise.

· Understands that access to the Founder’s professional and personal information requires an exceptionally high level of trust and confidentiality.

· Can bring structure, organisation, and predictability to a fast-moving Founder’s office.

Nature of the Role

This is a hands-on Executive Assistant role involving both business and personal management.

The successful candidate will be expected to take ownership of coordination and execution while respecting defined decision-making boundaries. The objective of the role is to ensure that the Founder’s time, priorities, commitments, communication, and follow-ups are managed efficiently and that important matters do not fall through the cracks.

The role requires flexibility, responsiveness, sound judgment, discretion, and a strong sense of accountability.

Pay: ₹45,000.00 - ₹50,000.00 per month

Application Question(s)

- How many years of Executive Assistant experience do you have?
- Do you currently reside in Mumbai?
- Can you join on immediate basis?

Work Location: In person

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