1. Client & Call Management
● Manage requests from existing program clients for calls, follow-ups and 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.
● Coordinate with Sales, Operations and Consult teams as required.
● 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 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 involving Luke.
● Coordinate dates and timings with Luke and relevant teams
● 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.
● Strong communication and client-handling abilities.
● High attention to detail and solid 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: ₹60,000.00 - ₹650,000.00 per year

Benefits:

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

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

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