Executive Assistant

Poornatha (Business & Leadership Education Company); Mumbai; On-site; INR 350,000 - 650,000; Full time

Job summary

Poornatha (Business & Leadership Education Company) is seeking an Executive Assistant to support the founder with email drafting, calendar management, travel coordination and stakeholder liaison. The role involves coordinating meetings, preparing agendas and minutes, and ensuring timely follow-up on actions.

The candidate will handle travel arrangements, manage budgets, and maintain the founder’s busy To-Do list while safeguarding confidential information.

Qualifications

• Excellent written and verbal communication skills.
• Strong time-management and ability to coordinate multiple projects.
• Proficiency with office productivity tools and willingness to learn new software.
• Flexible team player, adaptable to changes and challenges.
• Ability to maintain confidentiality of founder, company and employees information.
• Willingness to travel for work is an added advantage but not required.

Responsibilities

• Draft emails and concept documents on behalf of the founder.
• Manage founder’s calendar, handle meeting requests and schedule stakeholder meetings.
• Prepare and maintain agenda, minutes of meetings and follow-up actions.
• Coordinate travel plans including tickets, transport, hotel and meals; handle reimbursements.
• Maintain founder’s To-Do list and track commitments against timelines.
• Liaise with board members, advisors, key customers and other stakeholders.
• Schedule and follow up on review meetings with teams and ensure action items are completed.
• Serve as Defector project management office for the founder: planning, Gantt charts and reporting.
• Create and maintain budgets and track expenses and founder’s bank transactions.
• Handle other administrative tasks as required.

Skills

Email drafting

Calendar management

Time management

Office productivity

Confidentiality

Travel coordination

Job description

• Email and document drafting – Draft emails and concept documents on behalf of the founder.
• Maintain founder’s calendar – Handle meeting requests (internal and external), schedule meetings with stakeholder.
• Meetings – Prepare and maintain Agenda, Minutes of Meeting and follow up of action taken reports.
• Handle founder’s ever changing travel plans and arrangements, including tickets, cab, hotel, food etc and related reimbursements.
• Maintain a comprehensive To do list of the founder and stay on top of commitments made by the founder, alter on approaching timelines and help prepare for them.
• Maintaining relationships and liaison with key stakeholders (including board members, advisors, key customers etc) – guest and hospitality handling, gifting, seasonal greetings, regular updates etc.
• Ensuring review meetings frequently happen with teams – scheduling and follow up of action points.
• Play the role of Defector project management office for the founder including planning, Gantt chart and report maintenance.
• Create and maintain budgets, track expenses, and the founder’s bank account.
• Handle other administrative tasks as may be required.

• Email and document drafting – Draft emails and concept documents on behalf of the founder.
• Maintain founder’s calendar – Handle meeting requests (internal and external), schedule meetings with stakeholder.
• Meetings – Prepare and maintain Agenda, Minutes of Meeting and follow up of action taken reports.
• Handle founder’s ever changing travel plans and arrangements, including tickets, cab, hotel, food etc and related reimbursements.
• Maintain a comprehensive To do list of the founder and stay on top of commitments made by the founder, alter on approaching timelines and help prepare for them.
• Maintaining relationships and liaison with key stakeholders (including board members, advisors, key customers etc) – guest and hospitality handling, gifting, seasonal greetings, regular updates etc.
• Ensuring review meetings frequently happen with teams – scheduling and follow up of action points.
• Play the role of Defector project management office for the founder including planning, Gantt chart and report maintenance.
• Create and maintain budgets, track expenses, and the founder’s bank account.
• Handle other administrative tasks as may be required.

Requirements

• 0 to 3 years of experience.
• Excellent written and verbal communication skills.
• Strong time-management skills and an ability to organize and coordinate multiple concurrent projects.
• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Flexible team player, willing to adapt to changes and unafraid of challenges.
• Ability to maintain confidentiality of information related to the founder, company and its employees.
• Willingness to travel for work will be an added advantage but not a prerequisite.