Executive Assistant - Founders Office

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

Job summary

Flipspaces is seeking a highly organized Executive Assistant to the CEO in Mumbai. You will own calendar management, coordinate internal and external meetings, prepare materials, and ensure meeting preparedness.

You’ll track action items, manage MOMs, and provide concise daily/weekly updates. Proficiency with AI tools, MS Office and Google Workspace is essential, enabling efficient communication, travel planning, and confidential handling of sensitive information.

Qualifications

• Bachelor’s degree required.
• 4+ years of relevant experience as an Executive Assistant or similar role.
• Experience supporting Founder/CEO or senior leader is strongly preferred.
• Startup/tech environment experience is advantageous.
• Excellent written and verbal communication skills are essential.
• Advanced proficiency in Microsoft Office and Google Workspace.

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 owners, timelines and priorities to tasks; follow up with stakeholders to ensure timely completion.
• Provide 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 background information.
• Attend key meetings and prepare accurate Minutes of Meetings.
• Circulate MOMs promptly and track actions through completion.
• Maintain a searchable repository of meeting records and decisions.
• Use AI tools to prepare meeting summaries, drafts, research and information organization.
• Identify opportunities to automate repetitive administrative activities and improve productivity.

Skills

Calendar management

Meeting coordination

Stakeholder management

Communication skills

Multitasking

Discretion

Independent work

Ownership

Problem solving

Education

Bachelor’s degree in Business Administration or related

Tools

Microsoft Office

Google Workspace

ChatGPT

Microsoft Copilot

Gemini

Job description

Calendar and Priority Management

• Manage the Founders 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 Founders 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.

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.

Preferred candidate profile

• 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.

• 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.