Female Executive Assistant to CEO / Co-Founder

Location: Mumbai & Pune

Experience: 3-10 Years

Employment Type: Full-Time

Work Mode: Work from Office

Locations

Mumbai: Goregaon East

Pune: Kothrud

About the Role

We are looking for a highly organized, proactive, and detail-oriented Executive Assistant to work closely with senior leadership, including the CEO / Co-Founder / Director.

This is more than a traditional administrative role. The position involves managing calendars and meetings, coordinating travel and events, handling external communication, tracking follow-ups, preparing documentation and reports, and ensuring that important tasks and commitments are completed on time.

The ideal candidate should be comfortable working with senior leadership, managing multiple priorities, coordinating with internal and external stakeholders, and handling confidential information with maturity and discretion.

Key Responsibilities

Executive Support & Calendar Management

- Manage the CEO/Co-Founder/Director's daily, weekly, and monthly calendar.
- Schedule internal and external meetings across India and US time zones when required.
- Manage meeting invites, links, reminders, rescheduling, and follow-ups.
- Coordinate appointments, travel plans, events, conferences, and business meetings.
- Protect focus time and proactively identify calendar conflicts.
- Accompany senior leadership for business meetings, client meetings, site visits, conferences, or events whenever required.

Meeting Preparation & Follow-Up
- Prepare meeting briefs, agendas, documents, and relevant background information.
- Coordinate with internal teams to collect required inputs before meetings.
- Prepare Minutes of Meetings (MoM) and maintain action-item trackers.
- Follow up with internal and external stakeholders to ensure timely closure of commitments.
- Track important tasks, conversations, deliverables, and deadlines.

Business & Stakeholder Coordination
- Act as a key coordination point between senior leadership and internal/external stakeholders.
- Coordinate with Sales, Finance, HR, Operations,



Marketing, Service, vendors, clients, consultants, and partners.
- Maintain professional communication with senior stakeholders, customers, partners, vendors, and external contacts.
- Ensure significant business commitments and follow-ups do not get missed.

Communication & Documentation
- Draft and manage emails, reminders, confirmations, follow-up messages, reports, and official correspondence.
- Prepare presentations, MIS reports, dashboards, executive summaries, and management reports.
- Maintain organized digital files, documents, trackers, contact lists, and records.
- Handle confidential business and executive information with complete discretion.

Travel & Event Coordination
- Coordinate domestic and international travel arrangements.
- Manage flights, hotels, transportation, visa-related documents, insurance, registrations, and itineraries.
- Prepare detailed travel folders with tickets, hotel confirmations, meeting schedules, event details, and important contacts.
- Coordinate conferences, networking events, business meetings, and post-event follow-ups.

Founder/CEO Office & Project Coordination
- Support senior leadership in strategic projects and organizational initiatives.
- Track project milestones, dependencies, deliverables, and deadlines.
- Coordinate cross-functional teams to ensure timely completion of assignments.
- Conduct basic research on customers, competitors, vendors, market trends, and business opportunities.
- Prepare structured information and executive summaries to support decision-making.
- Identify coordination gaps and proactively resolve issues.

External & Digital Coordination
- Coordinate with clients, partners,



podcast guests, webinar speakers, vendors, and other external stakeholders where required.
- Manage scheduling, confirmations, meeting links, profiles, documents, and preparation notes for external engagements.
- Support event, webinar, podcast, and business networking coordination as required.

Candidate Profile

- 3-10 years of experience as an Executive Assistant, Executive Secretary, Personal Assistant, Executive Coordinator, Founders Office Executive, or similar role.
- Experience supporting a CEO, Founder, Co-Founder, MD, Director, CXO, or senior leadership is preferred.
- Strong experience in calendar and meeting management.
- Excellent written and verbal communication skills.
- Strong follow-up, coordination, and organizational skills.
- Experience with travel planning and senior stakeholder coordination.
- Good working knowledge of MS Office / Google Workspace, Excel/Google Sheets, PowerPoint/Google Slides, Gmail and Google Calendar.
- Experience preparing MoMs, MIS, dashboards, presentations, and management reports will be an advantage.
- Exposure to project management, business operations, events, or external stakeholder coordination is preferred.
- Experience dealing with international/US stakeholders or working across US time zones will be an advantage.
- Ability to handle confidential information with maturity and discretion.
- Comfortable working in a fast-paced environment with changing priorities.
- High ownership, professionalism, attention to detail, and reliability.

Candidates should be comfortable working from office at the relevant location.

Key Skills

Executive Assistant, EA to CEO, EA to Founder, EA to Co-Founder, Executive Secretary, Personal Assistant, Founders Office, Calendar Management, Meeting Management, Travel Management, Stakeholder Management, Business Coordination, MIS, Dashboard, MoM, Follow-up, Project Coordination, Event Coordination, Google Workspace, MS Office, Excel, PowerPoint, Confidentiality.

Female candidates preferred.

📌 Female Executive Assistant To CEO (Mumbai)
🏢 r3 Consultant
📍 Mumbai