Executive Assistant-Founder's Office

Flipspaces; Mumbai Suburban; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Flipspaces is seeking an experienced Executive Assistant/Chief of Staff to support the Founder. You will manage calendars, coordinate internal and external meetings, and prepare briefs for leadership reviews and investor discussions.

Role requires 4+ years in a similar function within a fast-growth startup or founder-led environment, with strong AI and collaboration skills and high discretion.

Qualifications

• Minimum 4 years of executive support, chief of staff, or project coordination experience.
• Experience supporting a Founder/CEO or senior CXO in a fast-growing environment.
• Strong written and verbal communication with high discretion.

Responsibilities

• Calendar & Priority Management: manage founder's calendar and meetings, prioritize by business impact.
• Task Tracking: maintain a centralized tracker and follow up with cross-functional teams.
• Meeting Management & MOMs: prepare agendas, record MOMs, assign ownership, track actions.
• AI Tools & Automation: use AI for drafting, summarizing, research, and improving workflows.
• Stakeholder Communication & Support: liaison between founder and leadership, investors, clients.
• Events & Strategic Initiatives: plan leadership off-sites, conferences, and executive dashboards.

Skills

Executive support

Calendar management

Stakeholder coordination

AI tools proficiency

Communication

Education

Bachelor's degree in Business Administration / Management / Commerce / Communications

Tools

Microsoft Office

Google Workspace

Task management platforms

Job description

1. Calendar & Priority Management

• Manage the Founder's calendar, internal meetings, external appointments, and strategic reviews.
• Prioritize schedules based on business impact, resolve conflicts, and plan logistics/travel.

2. Task Tracking & Follow-ups

• Maintain a centralized action tracker for deliverables, commitments, and deadlines emerging from meetings.
• Follow up across cross-functional teams and provide concise daily/weekly status updates to the Founder.

3. Meeting Management & MOMs

• Prepare agendas, pre-reads, and decks for leadership reviews, investor meetings, and key discussions.
• Record precise Minutes of Meetings (MOMs), assign ownership, document decisions, and track tasks to completion.

4. AI Tools & Automation

• Utilize AI tools (ChatGPT, Microsoft Copilot, Gemini) for drafting communication, summarizing data, research, and presentation support.
• Identify and implement productivity and task automation solutions to optimize workflows.

5. Stakeholder Communication & Support

• Act as a key liaison between the Founder and internal leadership, investors, clients, and partners.
• Manage emails, draft outreach messages (including LinkedIn), and maintain strict confidentiality.

6. Events & Strategic Initiatives

• Plan and organize leadership off-sites, business conferences, networking events, and team engagements.
• Support special cross-functional projects, gather business updates, and prepare executive dashboards/briefs.

Preferred Candidate Profile

• Experience: Minimum 4 years of relevant experience as an Executive Assistant, Chief of Staff associate, or Project Coordinator supporting a Founder, CEO, or senior CXO.
• Education: Bachelor's degree in Business Administration, Management, Commerce, Communications, or a related field.
• Background: Experience in a high-growth startup, tech-enabled enterprise, or founder-led environment is strongly preferred.
• AI & Tech Savvy: Strong proficiency in AI tools (ChatGPT, Copilot, Gemini), Microsoft Office, Google Workspace, and task management platforms.
• Core Competencies: Exceptional written and verbal communication skills, high discretion, proactive problem-solving, and attention to detail