About the Role The Founder is looking for a highly organised, responsible and presentable Executive Personal Assistant who can function as an extension of the Founder’s Office.

This is not a conventional desk-based PA role. The selected candidate will organise the Founder’s professional and personal commitments, coordinate with vendors and third parties, manage calendars and reminders, maintain financial and administrative records, coordinate authorised payments and banking work, and accompany the Founder whenever required.

The person will also support the Founder’s personal brand by capturing photographs, videos and important moments during meetings, events, visits and professional engagements. The ideal candidate should be proactive, discreet, highly dependable and capable of representing the Founder professionally in different environments.

Key Responsibilities

1. Calendar, Schedule & Commitment Management

Manage appointments, meetings, calls and professional engagements.

Schedule and reschedule meetings based on priorities.

Maintain daily, weekly and monthly calendars covering professional and personal commitments.

Prevent scheduling conflicts and missed commitments.

Block preparation and travel time wherever required.

Confirm appointments with relevant parties.

Track important events, deadlines and follow-ups.

Prepare the Founder’s schedule in advance.

The Founder should always have clarity on what needs to be done today, this week and this month.

2. Daily, Weekly & Monthly Task Management

Record tasks discussed throughout the day.

Maintain pending, ongoing and completed task lists.

Set reminders for deadlines, commitments and recurring responsibilities.

Follow up with relevant people until assigned tasks are completed.

Identify overdue items and bring them to the Founder’s attention.

Prepare priorities for the following day.

3. Vendor & Third-Party Communication

Act as a qualified coordination point on behalf of the Founder and the Wellness Centre.

Coordinate with vendors, suppliers, agencies and service providers.

Handle appointment coordination, documentation follow-ups, quotations and invoices.

Maintain vendor records and follow up on committed timelines and deliverables.

Communicate professionally through calls, WhatsApp, email and in-person meetings.

Coordinate with third parties on behalf of the Founder, except personal, confidential or VVIP contacts unless specifically delegated.

4. Founder Representation & Coordination

Accompany the Founder for meetings, events, professional visits and other engagements when required.

Represent the Founder’s Office appropriately whenever delegated.

Interact confidently and courteously with professionals, senior stakeholders and service providers.

Exercise sound judgement regarding when to communicate, escalate or maintain confidentiality.

5. Expense & Financial Administration

Maintain organised records of Wellness Centre-related and authorised personal financial transactions.

Record and categorise expenses and maintain bills and receipts.

Maintain vendor payment records, pending payment trackers and recurring expense schedules.

Record advances and reimbursements and coordinate supporting invoices and documents.





Prepare basic expense summaries and perform basic reconciliation of payments, bills and records.

Coordinate with accountants or finance professionals when required.

This role involves basic financial checking and reconciliation, but does not replace statutory accounting or professional financial auditing.

6. Payment Management

Maintain a proper payment tracker for vendor payments, utility bills, subscriptions, professional payments, personal recurring bills, Wellness Centre-related payments and renewals.

Prepare and coordinate authorised payments and ensure supporting documentation is maintained.

Execute payments only with appropriate authorisation from the Founder.

Track due dates so important payments are not missed.

7. Banking & Administrative Work

Visit banks when required for authorised work.

Submit and collect authorised documents and coordinate bank-related paperwork.

Maintain records of banking correspondence and follow up on requirements.

Coordinate cheque, deposit and documentation-related tasks as assigned.

Maintain reminders for banking and financial commitments.

High-value or sensitive financial decisions will remain under the Founder’s authority.

8. Personal Branding & Content Capture

Take photographs during professional engagements and important activities.

Record short videos, behind-the-scenes moments and raw content for social media.

Capture meetings, events, professional visits and Founder interactions where appropriate.

Maintain organised folders of photographs and videos.

Share raw assets with the marketing or digital team in a timely manner.

Maintain basic awareness of framing, lighting, composition and video orientation.

The PA is not expected to be a professional photographer or video editor, but should have a good eye for capturing usable social-media and digital-marketing content.

9. Meeting & Follow-up Management

Confirm participants, venue, time and relevant information before meetings.

Remind the Founder of upcoming meetings and ensure travel arrangements where necessary.

Record key action points, commitments, deadlines and follow-ups during or immediately after meetings.

Coordinate post-meeting follow-ups and track pending actions until closure.

10. Personal Administrative Support

Coordinate personal appointments, bills, expenses, travel, documentation and renewals as assigned.

Handle reasonable purchase or vendor coordination and maintain reminders for important personal commitments.

Reduce administrative burden so the Founder can focus on business, leadership and strategic priorities.

Reporting Rhythm

DAILY

Appointments, priorities, pending follow-ups and important reminders.

WEEKLY

Completed tasks, pending tasks, upcoming meetings, payments and commitments.

MONTHLY

Important commitments, payments, expenses, renewals, recurring obligations and pending administrative matters.





Essential Skills

Excellent organisation, task management and follow-up discipline.

Strong calendar and appointment-management skills.

High attention to detail and accuracy.

Good verbal and written communication.

Basic understanding of accounts, expenses, bills, invoices and payment records.

Comfortable using Excel or Google Sheets, Google Calendar or similar scheduling tools, email and WhatsApp.

Basic smartphone photography and videography skills.

Ability to maintain organised digital files and documentation.

Strong time management, multitasking and problem-solving ability.

Professional etiquette, discretion and ability to work independently.

Mandatory Driving Requirement

Knowing how to drive a four-wheeler is mandatory.

Hold a valid driving licence.

Be confident driving locally and to nearby areas.

Be comfortable accompanying the Founder for meetings, events and professional commitments.

Be willing to travel locally as part of the role.

Preferred Candidate Profile

Extremely organised, dependable and proactive.

Comfortable working closely with a Founder in a high-trust role.

Presentable, professionally groomed and mature in communication.

Strong at follow-ups and comfortable coordinating multiple stakeholders.

Financially disciplined and detail-oriented.

Digitally comfortable and quick to learn new systems.

Flexible in a dynamic environment where priorities may change.

Able to distinguish between urgent, important and routine tasks.

Confidentiality

This position will provide access to sensitive business, personal and financial information. The selected candidate will be expected to maintain strict confidentiality regarding:

Business information and internal discussions.

Banking information and financial records.

Personal expenses and personal matters.

Client, vendor and contact information.

Meetings, conversations and travel schedules.

Business strategies and confidential documentation.

A confidentiality or NDA agreement may form part of the employment terms.

Success in This Role Means The Founder does not miss significant meetings, commitments or deadlines.

Tasks, reminders and follow-ups are consistently tracked to closure.

Vendors and external parties receive timely and qualified communication.

Payment deadlines are not missed and financial records remain organised.

Calendar conflicts are minimised and meetings result in clear action points.

Personal and business administrative records remain structured and accessible.

Content-worthy professional moments are consistently captured.

The Founder has a clear daily view of priorities, meetings and pending actions.

The Founder is able to focus more strongly on business growth while administrative responsibilities remain organised.

ROLE SUMMARY

You will be the organisational backbone of the Founder’s Office. From calendars, reminders and meetings to vendors, payments, banking, expenses, follow-ups and content capture, your responsibility is to ensure important details do not get missed and the Founder’s professional and administrative life remains structured and efficiently managed.

Executive Personal Assistant | Founder’s Office | Wellness Centre

📌 Executive Personal Assistant (Ahmedabad)
🏢 Rudra Digital Media and Communication
📍 Ahmedabad