Executive Assistant To Founder

AAVALINE - Weddings amd Events; Jaipur; On-site; INR 300,000 - 600,000; Full time

Job summary

AAVALINE - Weddings amd Events in Jaipur invites applications for a full-time, office-based Executive Assistant to the Founder. You will manage the Founder’s daily calendar, coordinate with internal teams, clients, vendors, and external stakeholders, and prepare task lists with timely follow-up.

The role requires discretion, superb English communication, and ability to handle multiple priorities, with extended hours during weddings and events.

Qualifications

• Excellent communication and interpersonal skills.
• Strong organisational and time-management abilities.
• Proficiency in MS Office / Google Workspace and basic presentation/document preparation.
• Ability to manage multiple priorities and work under pressure.
• High level of discretion and confidentiality.
• Experience in working directly with a Founder, Director, CXO or senior management preferred.
• Experience in luxury weddings/events, hospitality, or related high-touch industries preferred.

Responsibilities

• Manage the Founder’s daily calendar, meetings, appointments, calls and priorities.
• Act as the primary coordination point between the Founder and internal team, clients, vendors and external stakeholders.
• Prepare daily/weekly task lists and ensure timely follow-up and closure of pending tasks.
• Track all important deadlines, commitments, meetings and deliverables for the Founder.
• Assist the Founder in client meetings, presentations, proposals and follow-ups.
• Prepare meeting agendas, notes, minutes and action points; ensure timely execution by respective team members.
• Maintain and organise important documents, contracts, presentations, quotations, invoices and project information.
• Coordinate with the design, planning, production and operations teams to ensure smooth flow of information.

Skills

Communication

Organisation

Follow-up

MS Office

Google Workspace

Discretion

Ownership

Independent work

Coordinating with Founder

Luxury events experience

Education

Graduate degree

Tools

Google Workspace

MS Office

Excel

PowerPoint

Project management tools

Job description

Role & responsibilities

This is a full-time, office-based role requiring high ownership, flexibility and strong follow-through. The position involves working closely with the Founder and requires the ability to handle confidential information, multiple priorities and time-sensitive requirements.”

• Manage the Founder’s daily calendar, meetings, appointments, calls and priorities.
• Act as the primary coordination point between the Founder and internal team, clients, vendors and external stakeholders.
• Prepare daily/weekly task lists and ensure timely follow-up and closure of pending tasks.
• Track all important deadlines, commitments, meetings and deliverables for the Founder.
• Assist the Founder in client meetings, presentations, proposals and follow-ups.
• Prepare meeting agendas, notes, minutes and action points; ensure timely execution by respective team members.
• Maintain and organise important documents, contracts, presentations, quotations, invoices and project information.
• Coordinate with the design, planning, production and operations teams to ensure smooth flow of information.
• Follow up with vendors, freelancers and team members on deliverables, timelines and pending requirements.
• Assist in preparing project trackers, checklists, schedules and status reports.
• Support the Founder with travel planning, hotel bookings, itineraries and other business-related arrangements.
• Handle confidential business and client information with complete discretion.
• Draft and manage professional emails, WhatsApp communication and other correspondence on behalf of the Founder when required.
• Conduct basic research and prepare information, comparisons and reports as required by the Founder.
• Ensure that instructions given by the Founder are clearly communicated, tracked and followed through to completion.
• Identify pending issues, delays or gaps proactively and bring them to the Founder’s attention.
• Maintain a systematic filing and documentation system for the Founder and office.
• Assist with recruitment coordination, interview scheduling and onboarding-related activities when required.
• Support the Founder in business development, networking, events and special projects.
• Be available for event-related coordination and extended working hours when business requirements demand, particularly during weddings and large-scale events.
• Maintain a high level of professionalism, confidentiality, ownership, urgency and attention to detail at all times.

Key Skills / Requirements

• Excellent communication and interpersonal skills.
• Strong organisational and time-management abilities.
• Excellent follow-up and coordination skills.
• Proficiency in MS Office / Google Workspace and basic presentation/document preparation.
• Ability to manage multiple priorities and work under pressure.
• Strong written English and professional communication.
• High level of discretion and confidentiality.
• Proactive, dependable and solution-oriented approach.
• Ability to work independently without constant supervision.
• Strong ownership and accountability for tasks until closure.
• Experience in working directly with a Founder, Director, CXO or senior management will be preferred.
• Experience in luxury weddings, events, hospitality, lifestyle, design or a similar high-touch industry would be an advantage.

Preferred candidate profile

• Graduate in any discipline; preference for candidates with a background in Business Administration, Management, Hospitality, Events, Communications or related fields.
• 2-5 years as an Executive Assistant, Personal Assistant, Management Assistant, or in a similar coordination role.
• Prior experience working directly with a Founder, Director, CXO or senior management is highly preferred.
• Excellent English communication skills, both written and verbal.
• Highly organised with strong planning, follow-up and time-management skills.
• Ability to prioritise tasks, manage multiple deadlines and work under pressure.
• Strong attention to detail with a structured and systematic approach to work.
• Proactive personality with the ability to anticipate requirements rather than wait for instructions.
• Strong sense of ownership, accountability and confidentiality.
• Comfortable coordinating with clients, vendors, freelancers and internal teams.
• Good command of Google Workspace, MS Office, Excel and PowerPoint; familiarity with project-management tools is an advantage.
• Presentable, professional and confident while interacting with high-value clients and senior stakeholders.
• Flexible with working hours when required, particularly during events, client meetings and business-critical periods.
• Candidates from luxury weddings/events, hospitality, luxury retail, interior/design, fashion or other premium service industries will be preferred.
• Jaipur-based candidates preferred.
• Looking for a candidate who intends to build a long-term association with AAVALINE and grow with the organisation.