1. Client & Call Management

● Manage requests & appointments

● Assess the urgency of requests and coordinate with relevant internal teams before scheduling.

● Schedule, confirm and follow up on client calls and maintain accurate records.

● Handle client communication with a kind, compassionate, professional and assertive approach.

● Escalate sensitive or urgent matters appropriately and ensure timely resolution.

2. Calendar & Appointment Management

● Manage and coordinate Luke’s calendar, appointments, calls and meetings.

● Plan schedules in advance and identify potential conflicts or gaps.

● Manage rescheduling, cancellations, waitlists and last-minute changes.

● Prioritise appointments based on urgency and client requirements.

● Ensure appointments are properly confirmed and all required payments/information are completed.

3. Backup to Existing EA

● Shadow the existing EA and learn all relevant processes, systems and workflows.

● Serve as the backup EA during leave, emergencies or periods of high workload.

● Ensure seamless continuity of client and calendar management.

● Maintain clear handovers and follow-up on pending requests.

5. Administrative & Operational Support

● Coordinate meetings between internal/external stakeholders.

● Send calendar invites and maintain relevant trackers using Google Sheets and CRM systems.

● Monitor appointment-related issues and coordinate with the Technology/Operations teams for resolution.





● Follow up on pending actions and proactively highlight challenges with possible solutions.

● Maintain confidentiality of client and business information.

● Participate in relevant team meetings, reviews and training.

6. Event & Business Development Support

● Coordinate events, talks, webinars and shoots.

● Send calendar invites and maintain event-related information.

● Support post-event follow-ups and lead coordination where required.

Key Skills & Competencies

● Excellent organisation and time-management skills.

● Robust communication and client-handling abilities.

● High attention to detail and strong follow-up skills.

● Ability to manage multiple priorities and last-minute changes.

● Proactive, solution-oriented and accountable

● Comfortable working with calendars, Google Sheets, CRM and other digital tools.

● Ability to handle confidential information with discretion.

Experience

● Experience as an Executive Assistant, Personal Assistant, Client Coordinator, Operations Coordinator or similar role preferred.

● Experience managing calendars, appointments and client communication will be an advantage.

Pay: ₹600,000.00 - ₹650,000.00 per year

Benefits:

- Cell phone reimbursement
- Commuter assistance
- Food provided
- Health insurance
- Internet reimbursement
- Life insurance
- Paid sick time
- Provident Fund

Experience:

- executive assistant: 5 years (Required)
- Personal assistant: 5 years (Preferred)
- CRM software: 5 years (Preferred)

Work Location: Hybrid remote in Bandra West, Mumbai, Maharashtra

📌 Executive Assistant to CEO (Bandra West)
🏢 BlackHole Infiverse
📍 Bandra West