Executive assistant

Role: Executive Assistant to Founder

Location: Bandra West, Mumbai

Overview:

We are seeking a highly organised and proactive Executive Assistant to support the

Managing Director in a fast-paced environment. This role requires strong coordination,

discretion, and follow-through capabilities to manage schedules, communications, and key

administrative priorities while ensuring seamless day-to-day functioning of the MD's office.

Key responsibilities:

Calendar & Schedule Management

Manage and prioritise the Managing Director's calendar, including meetings, internal reviews, and external engagements Coordinate across stakeholders to ensure optimal scheduling and time management Anticipate scheduling conflicts and proactively resolve them

Travel & Itinerary Management

Plan and coordinate domestic and international travel, including flights, accommodation, visas, and logistics Prepare detailed travel itineraries and ensure smooth execution of travel plans Handle last-minute changes efficiently

Coordination & Follow-ups

Act as a central point of coordination between the MD and internal/external stakeholders Track key action items and ensure timely follow-ups across teams Facilitate communication and ensure closure on priority tasks

Stakeholder & Communication Management

Manage correspondence on behalf of the MD, including emails, calls, and meeting requests Maintain professionalism and confidentiality in all interactions Build effective working relationships with senior stakeholders

Vendor Coordination & Negotiation

Liaise with travel vendors, hotels, and service providers to ensure cost-effective arrangements Negotiate rates and terms while maintaining quality standards

Documentation & Reporting

Prepare meeting agendas, minutes, and presentations as required Maintain organised records of key documents and communications

Skills required:

Bachelor's degree (mandatory) 3–8 years of experience as an Executive Assistant or in a similar role supporting senior leadership Strong coordination, organisation, and follow-up skills Proven experience in calendar management and travel planning Good negotiation skills, particularly with vendors and service providers Excellent verbal and written communication skills (English) High level of discretion, professionalism, and attention to detail Ability to work in a high-pressure, dynamic environment Strong problem-solving mindset and ownership-driven approach