Z-3523 | Chief of Staff–Style Executive Assistant (Founder’s Office)

Location: Mumbai
Work Mode: In-office (Full-time)

CTC: As per Industry Standard
Reports to: Founder

Role Summary

We are hiring a highly experienced, discreet, and polished right-hand Executive Assistant for the Founder’s Office. This role is a single-point coordinator responsible for calendar, communication, relationship management, and execution—acting as the Founder’s trusted interface with clients, colleagues, employees, vendors, and social organisations. The candidate must be confident handling discussions and coordination on the Founder’s behalf, while maintaining professionalism, confidentiality, and strong judgement.

Core Responsibilities

1) Founder’s Office Management (Right-Hand Role)

• Serve as the Founder’s primary point of coordination across all stakeholders
• Own daily planning: priorities, meetings, calls, and follow-ups—ensure nothing slips
• Anticipate requirements, prepare briefs, and keep the Founder ahead of schedule

2) Communication & Representation

• Manage the Founder’s inbox/WhatsApp/calls and draft responses in strong English (as directed)
• Coordinate discussions and routine decision-closures on the Founder’s behalf within agreed boundaries
• Maintain the Founder’s tone, professionalism, and relationship etiquette in all communication

3) Stakeholder & Relationship Management

• Handle day-to-day coordination with clients, colleagues, employees, vendors and partners
• Manage relationship touchpoints: meeting confirmations, greetings, invitations, and follow-ups
• Maintain a structured database of key contacts, preferences, and important dates

4) Travel, Stay & Hospitality (Founder + Clients)

• Plan end-to-end travel and stay arrangements: tickets, transfers, itinerary, contingencies
• Book premium hotels/restaurants in Mumbai suitable for client meetings (privacy + convenience)
• Manage last-minute changes calmly; ensure seamless client experience

5) Social Organisations & Public-Facing Coordination

• Coordinate communications and scheduling for the Founder’s social relationships and engagements with social organisations
• Manage invites/RSVPs, event calendars, protocol, hosting needs, and follow-ups
• Coordinate gifts/flowers/cards (where required) and ensure timely outreach

6) Administration & Documentation

• Maintain trackers for meetings, action items, confirmations, invoices, reimbursements

Keep documentation organised and easily retrievable; ensure strict confidentiality