Executive Assistant

Flipspaces; Mumbai; On-site; INR 1,200,000 - 1,800,000; Full time

Job summary

Flipspaces is seeking an organized Executive Assistant to the CEO in Mumbai to manage the Founder’s calendar, meetings, communications and strategic initiatives. You will use AI tools, automate tasks, draft and circulate decisions, and coordinate with leadership, investors, clients and partners to keep critical initiatives on track.

You will maintain MOMs, create action trackers, coordinate travel, prepare materials for leadership reviews and ensure confidential handling of sensitive information

Qualifications

• Strong working knowledge of AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar platforms.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office and Google Workspace.
• Excellent calendar, meeting and travel-management capabilities.

Responsibilities

• Manage the Founder’s calendar, including internal meetings, external appointments and strategic reviews.
• Prioritise meetings based on urgency, business impact and stakeholder importance.
• Identify scheduling conflicts and proactively recommend suitable alternatives.
• Protect the Founder’s time by ensuring effective planning and meeting preparedness.
• Coordinate travel, itineraries, accommodation and other logistical requirements.
• Maintain a centralised tracker for commitments, decisions, deliverables and action items.
• Assign clear owners, timelines and priorities to tasks emerging from meetings and discussions.
• Follow up with internal and external stakeholders to ensure timely completion.
• Highlight delays, risks and dependencies before they affect business outcomes.
• Provide the Founder with concise daily and weekly updates on critical pending matters.
• Use task-management tools to maintain visibility and accountability across initiatives.
• Coordinate leadership meetings, business reviews, investor discussions and external stakeholder meetings.
• Prepare agendas, pre-reads, presentations and relevant background information.
• Attend key meetings and prepare accurate, structured Minutes of Meetings.
• Clearly document decisions, responsibilities, deadlines and next steps.
• Circulate MOMs promptly and track action items through completion.
• Maintain an organised and searchable repository of meeting records and decisions.
• Use AI tools to prepare meeting summaries, draft communication, conduct research and organise information.
• Leverage AI for presentation support, report preparation, data summarisation and action-item extraction.
• Identify opportunities to automate repetitive administrative and coordination activities.
• Evaluate and implement productivity tools that improve scheduling, follow-ups and information retrieval.
• Maintain appropriate confidentiality and human review while using AI tools.
• Stay updated on emerging AI applications relevant to executive productivity and business operations.
• Act as a professional liaison between the Founder and internal or external stakeholders.
• Draft, review and manage emails, messages, presentations and other communication.
• Coordinate with leadership teams, investors, clients, partners and Key Account Managers.
• Ensure that stakeholder requests and inbound queries are acknowledged and addressed promptly.
• Maintain discretion while handling sensitive business and leadership communication.
• Support digital networking and professional outreach, including LinkedIn communication when required.
• Plan and coordinate leadership events, business conferences, networking engagements and company initiatives.
• Manage invitations, registrations, schedules, guest coordination, vendors and event logistics.
• Prepare detailed event plans, budgets, responsibility trackers and contingency arrangements.
• Coordinate internal team-engagement activities, leadership off-sites and special events.
• Track event-related actions and prepare post-event summaries where required.
• Support the Founder in planning and tracking strategic business initiatives.
• Conduct research and prepare concise reports, briefs and decision-support documents.
• Coordinate with cross-functional teams to gather business updates and relevant information.
• Assist in preparing leadership presentations, dashboards and business-review material.
• Monitor the progress of high-priority initiatives and highlight areas requiring leadership intervention.
• Handle special projects requiring cross-functional coordination and structured execution.
• Maintain organised records of confidential documents, presentations, reports and correspondence.
• Create systematic folders and repositories for quick information retrieval.
• Ensure version control and accuracy of documents shared with leadership.
• Maintain confidentiality and restrict access to sensitive information appropriately.

Skills

AI tools

Calendar management

Meeting management

Stakeholder coordination

Communication

Education

Bachelor’s degree

Tools

Microsoft Office

Google Workspace

Job description

A. About Flipspaces (www.flipspaces.com)

We’re Flipspace, a design-tech powerhouse reshaping the future of commercial interiors. Our

AI-powered platform lets clients visualize and co-create their spaces in real time. Backed by in-house manufacturing and end-to-end execution capabilities, we’ve built 10 M+ sq. ft. for top startups, enterprises, co-working brands, and global giants.

Born at the intersection of design, tech, and manufacturing, we're led by IIT founders and are scaling rapidly across India, the US, Singapore, and the Middle East with 7 offices and a 500-strong team.

The vision? The next 5 years? All about scale, speed, and global impact. We’re bringing on trailblazers to drive that vision.

B. Why Flipspaces?

We're fresh off a $50M Series C raise with Marquee investors like Iron Pillar, SMBC Asia Rising Fund, Panthera Growth Partners, and CE-Invests joining the journey. With plans to scale across India, the US, and the UAE, double down on AI-powered tech, and explore strategic acquisitions, this is your chance to join a design-tech rocketship at full throttle. Join one of the fastest-growing design-tech ventures, reimagining commercial interiors across India and the US. At Flipspaces, we don’t just design spaces — we engineer experiences through immersive VR, data-led execution, and bold innovation.

Take a sneak peek at our game-changing tech... https://www.youtube.com/watch?v=c-A3MFs7rLc&t=14s

Website: http://flipspaces.com/

Reporting To: Founder’s Office

D. Role Overview

We are looking for a highly organised, technology-oriented and proactive Executive Assistant to CEO to manage calendar, meetings, communication, strategic initiatives and stakeholder coordination.

The ideal candidate should be comfortable using AI tools, task-management platforms and automation solutions to improve productivity. This role requires strong ownership of schedules, meetings, Minutes of Meetings, action trackers, follow-ups, events and confidential communication. The individual must be able to convert discussions into structured actions, ensure timely closure and help the Founder remain focused on high-impact priorities.

E. Primary Responsibilities

Calendar and Priority Management

• Manage the Founder’s calendar, including internal meetings, external appointments and strategic reviews.
• Prioritise meetings based on urgency, business impact and stakeholder importance.
• Identify scheduling conflicts and proactively recommend suitable alternatives.
• Protect the Founder’s time by ensuring effective planning and meeting preparedness.
• Coordinate travel, itineraries, accommodation and other logistical requirements.

Task Management and Follow-ups

• Maintain a centralised tracker for commitments, decisions, deliverables and action items.
• Assign clear owners, timelines and priorities to tasks emerging from meetings and discussions.
• Follow up with internal and external stakeholders to ensure timely completion.
• Highlight delays, risks and dependencies before they affect business outcomes.
• Provide the Founder with concise daily and weekly updates on critical pending matters.
• Use task-management tools to maintain visibility and accountability across initiatives.

Meeting Management and Minutes of Meetings

• Coordinate leadership meetings, business reviews, investor discussions and external stakeholder meetings.
• Prepare agendas, pre-reads, presentations and relevant background information.
• Attend key meetings and prepare accurate, structured Minutes of Meetings.
• Clearly document decisions, responsibilities, deadlines and next steps.
• Circulate MOMs promptly and track action items through completion.
• Maintain an organised and searchable repository of meeting records and decisions.

AI Tools and Productivity Automation

• Use AI tools to prepare meeting summaries, draft communication, conduct research and organise information.
• Leverage AI for presentation support, report preparation, data summarisation and action-item extraction.
• Identify opportunities to automate repetitive administrative and coordination activities.
• Evaluate and implement productivity tools that improve scheduling, follow-ups and information retrieval.
• Maintain appropriate confidentiality and human review while using AI tools.
• Stay updated on emerging AI applications relevant to executive productivity and business operations.

Communication and Stakeholder Coordination

• Act as a professional liaison between the Founder and internal or external stakeholders.
• Draft, review and manage emails, messages, presentations and other communication.
• Coordinate with leadership teams, investors, clients, partners and Key Account Managers.
• Ensure that stakeholder requests and inbound queries are acknowledged and addressed promptly.
• Maintain discretion while handling sensitive business and leadership communication.
• Support digital networking and professional outreach, including LinkedIn communication when required.

Events and Engagements

• Plan and coordinate leadership events, business conferences, networking engagements and company initiatives.
• Manage invitations, registrations, schedules, guest coordination, vendors and event logistics.
• Prepare detailed event plans, budgets, responsibility trackers and contingency arrangements.
• Coordinate internal team-engagement activities, leadership off-sites and special events.
• Track event-related actions and prepare post-event summaries where required.

Strategic and Business Support

• Support the Founder in planning and tracking strategic business initiatives.
• Conduct research and prepare concise reports, briefs and decision-support documents.
• Coordinate with cross-functional teams to gather business updates and relevant information.
• Assist in preparing leadership presentations, dashboards and business-review material.
• Monitor the progress of high-priority initiatives and highlight areas requiring leadership intervention.
• Handle special projects requiring cross-functional coordination and structured execution.

Document and Information Management

• Maintain organised records of confidential documents, presentations, reports and correspondence.
• Create systematic folders and repositories for quick information retrieval.
• Ensure version control and accuracy of documents shared with leadership.
• Maintain confidentiality and restrict access to sensitive information appropriately.

Required Skills and Competencies:

• Strong working knowledge of AI tools such as ChatGPT, Microsoft Copilot, Gemini or similar platforms.
• Excellent written and verbal communication skills.
• Advanced proficiency in Microsoft Office and Google Workspace.
• Excellent calendar, meeting and travel-management capabilities.
• Strong experience in preparing MOMs and tracking actions through closure.
• Strong planning, prioritisation and multitasking abilities.
• High attention to detail with the ability to manage multiple stakeholders and deadlines.
• Ability to interpret discussions and convert them into clear tasks and deliverables.
• High level of discretion, confidentiality and professional maturity.
• Ability to work independently in a fast-paced and founder-led environment.
• Solution-oriented mindset with a strong sense of ownership and urgency.

Preferred Qualifications & Experience

• Bachelor’s degree in Business Administration, Management, Commerce, Communications or a related discipline.
• Minimum 4 years of relevant experience as an Executive Assistant, Founder’s Office professional, Chief of Staff associate, Project Coordinator or similar role.
• Previous experience supporting a Founder, CEO, CXO or senior business leader is strongly preferred.
• Experience in a startup, high-growth or technology-led organisation would be advantageous.
• Experience coordinating leadership events and cross-functional projects is preferred.

Why Join Us?

• A rare blend of tech × design × manufacturing.
• Leadership team with strong IIT/startup DNA.
• High ownership, customer-first culture.
• Rapid global expansion — be part of the journey.