Job Description: Executive Assistant to the Founder

Job Title: Executive Assistant to the Founder
Department: Founder’s Office
Reports To: Founder / CEO
Location: Kurla - Kanakia Zillion
Employment Type: Full time
Experience: 3–7 years
Industry: Startup

1. Role Overview

We are looking for a highly proactive, organized, and resourceful Executive Assistant to work closely with the Founder and support the day-to-day management of business priorities.

This role goes beyond traditional administrative support. The EA will act as a trusted partner to the Founder, helping manage time, streamline communication, coordinate cross-functional initiatives, track business priorities, and ensure key decisions and action items are executed on time.

The ideal candidate is comfortable working in a fast-paced startup environment, demonstrates strong ownership, handles ambiguity well, and can anticipate the Founder’s needs with minimal supervision.

2. Key ResponsibilitiesA. Founder’s Office & Calendar Management

- Manage the Founder’s calendar, meetings, appointments, and daily priorities.
- Prioritize requests based on business urgency and strategic importance.
- Coordinate internal and external meetings with investors, clients, partners, vendors, and leadership teams.
- Prepare daily schedules, meeting briefs, and background information.
- Protect the Founder’s time by managing interruptions and avoiding unnecessary meetings.

B. Business Coordination & Execution

- Track key priorities, decisions, and action items discussed by the Founder.
- Follow up with department heads and team members to ensure timely execution.
- Maintain trackers for strategic initiatives, deadlines, and business commitments.
- Identify bottlenecks, escalate delays, and proactively resolve coordination issues.
- Support the Founder in driving accountability across teams.

C. Founder’s Office Operations

- Serve as a coordination point between the Founder and internal departments.
- Help organize leadership meetings, business reviews, and planning sessions.
- Prepare meeting agendas, minutes of meetings, presentations,



and management reports.
- Maintain confidential business documents and ensure information is readily accessible.
- Support the development of processes and systems to improve operational efficiency.

D. Investor & External Stakeholder Coordination

- Coordinate meetings and communications with investors, advisors, board members, and strategic partners.
- Assist in preparing investor meeting materials, business updates, and presentations.
- Manage follow-ups and documentation related to external stakeholder discussions.
- Maintain professional relationships and ensure timely communication with key stakeholders.

E. Travel & Expense Management

- Plan domestic and international travel, including flights, hotels, transportation, and itineraries.
- Coordinate travel schedules, meetings, and event participation.
- Manage expense records, reimbursements, and related documentation.

F. Research & Special Projects

- Conduct research on markets, competitors, business opportunities, and potential partners.
- Prepare summaries, briefing notes, and presentations to support decision-making.
- Assist with special projects and strategic initiatives assigned by the Founder.
- Take ownership of time-sensitive assignments and drive them through to completion.

G. Confidentiality & Trust

- Handle sensitive business, financial, employee, and strategic information with discretion.
- Exercise sound judgment when dealing with confidential communications and decisions.
- Act as a reliable representative of the Founder’s Office.

3. Required Qualifications & Experience

- Bachelor's degree in Business Administration, Management, or a related field preferred.
- 3–7 years of experience in executive assistance, founder’s office, business operations,



management consulting, or a similar role.
- Prior experience working with a startup founder, CEO, or senior leadership team is preferred.
- Strong proficiency in Microsoft Office or Google Workspace.
- Experience with project management and collaboration tools such as Notion, Asana, Trello, Slack, or similar platforms is an advantage.

4. Key Skills & Competencies

- Exceptional organizational and time-management skills.
- Strong written and verbal communication.
- Excellent follow-up, coordination, and execution capabilities.
- Ability to anticipate needs and work independently.
- Strong problem-solving skills and attention to detail.
- Comfort with ambiguity, changing priorities, and fast-paced environments.
- High ownership, accountability, and professional maturity.
- Ability to manage confidential information and build trust.
- Strong interpersonal skills and the ability to influence without formal authority.

5. Key Performance Indicators (KPIs)

- Effective management and prioritization of the Founder’s calendar.
- Timely closure of action items and business commitments.
- Quality and accuracy of meeting notes, reports, and presentations.
- Efficiency of cross-functional coordination and follow-ups.
- Timely execution of travel, meetings, and stakeholder engagements.
- Proactive identification and resolution of operational bottlenecks.
- Overall improvement in the Founder’s productivity and effectiveness.

6. Ideal Candidate Profile

The ideal candidate is a self-starter who enjoys solving problems, managing multiple priorities, and working closely with business leadership. They should be comfortable switching between administrative responsibilities, business coordination, research, and special projects.

They should not wait for instructions for every task, but instead anticipate requirements, take ownership, communicate proactively, and ensure that commitments are followed through to completion.

Pay: ₹40,000.00 - ₹60,000.00 per month

Benefits:

- Food provided

Work Location: In person

📌 Executive Assistant to Founder (Mumbai)
🏢 VRO ASIA PRIVATE
📍 Mumbai