Executive Assistant & Operations Coordinator

WHO WE ARE

At Entrepreneurs First (“EF”), we believe that a small number of exceptional people will have an extraordinary impact by creating the technology companies which shape the future in ways we cannot yet imagine. We also believe that for many of these individuals, entrepreneurship is not an obvious or entirely legible career path.

We exist to identify, and amplify the impact of, these individuals. We do this via our unique approach to company creation, which sees us identify and work with outliers before they even know they’re outliers, right through to the day they prove it. We call this Talent Investing.

The companies built at EF are now worth over $11bn. They include Tractable (a computer vision unicorn), Magic Pony Technology (AI, acquired by Twitter for a reported $150m), La Vie (foodtech), Kinetix (creator tools), Neoplants (biotech), Vidyo (AI), Beatoven (musictech), Unbox Robotics (logistics) and many more. EF is funded and backed by some of the world's best founders and investors, including Patrick and John Collison (Stripe), Reid Hoffman (LinkedIn), Tom Blomfield (GoCardless and Monzo) and Demis Hassabis (Google Deepmind). We’re looking for the next generation of talented individuals to join us, and enable the world’s most exceptional people to fulfil their potential.

THE ROLE

We’re seeking a proactive, customer-centric Executive Assistant & Events / Vendor Manager who thrives in a fast-paced, startup environment and delights in crafting exceptional experiences. You’ll split your time between:

• Working directly with the entire EF Bangalore team, including Investing team and the General Manager, for supporting on execution of executive-level and program-level requirements
• Coordinating all aspects of events that we run across the year (from ideation through execution)
• Mastering complex calendars for our leadership team
• Managing vendor relationships end-to-end

This is a high-visibility, hands-on role:

WHAT YOU'LL DO

This is a full-time, in-office role in Bangalore, India.

Calendar Management & Executive Support

• Manage scheduling and calendar for both business and program activities locally as well as internally with global co-workers
• Partner with the Platform Lead to map out annual calendar planning, calendarize expected events well in advance, and conduct regular calendar audits to identify capacity constraints and anticipate peak-demand periods, and plan ahead for them

End-to-End Event Planning & Execution

• Drive event coordination and management, including talent events where we invite a large number of potential founders, alum and VC events, and program Kick off weekend, selection events, dinners, etc.
• Own and oversee end-to-end on-site logistics for delivering an exceptional experience at each event — venue setup , agenda delivery, AV, transportation, coordination with vendors / venue partners, food & beverage, and post-event wrap-up

General / Admin Operations and Ownership

• Manage tooling, Salesforce operations, office, IT and administrative tasks.
• Proactively identify gaps and opportunities—take end-to-end ownership of projects to successful completion
• Identify opportunities for improving the office, implementing new processes where necessary, and manage the meeting rooms to make sure they are used appropriately
• Manage expense reporting and reconciliation for all customer and internal events

Vendor Management

• Identify, evaluate, and negotiate contracts with event-related vendors, regularly track performance and delivery of the vendors; Maintain relationships with key vendors
• Track and manage vendor invoices and payment with Finance support

Culture & Customer Ambassadorship

• Act as a friendly, positive face for our company—engaging with customers on a day to day basis, fielding inquiries, and embodying our values

WHAT YOU'LL NEED

• Experience:

  Minimum 3 years in a similar role (Executive Assistant / Operations Coordinator / Event & Vendor Manager). Some experience of managing events and vendors is mandatory. Early-stage startup background is a plus but not mandatory

• Event Logistics & Experience Design:

  You love crafting memorable experiences in external-facing events — from food, ambiance to flawless execution — and can juggle every detail end-to-end

• Calendar Mastery:

  Expert at managing multiple executives’ calendars, resolving conflicts, and prioritising competing demands.

• Vendor Management & Negotiation:

  Demonstrated ability to source, onboard, and negotiate with a variety of vendors, while maintaining strong relationships and controlling costs

• Execution Specialist:

  Operational wizard and able to juggle numerous tasks simultaneously, with a strong sense of prioritisation

• Dynamic & Growth-Oriented:

  You thrive in dynamic, high-growth environments and embrace change quickly

• Customer-centric with strong communication skills:

  A customer-centric approach that shapes your thinking and drives your determination to achieve great results. Should have demonstrated experience of communicating with external partners / customers

• Values Ambassador:

  You'll use your highly engaging, personable and positive character to create a force for good in the office and will love being an ambassador for our culture and values locally

• Ownership Mindset:

  Takes full ownership of projects—anticipates needs, solves problems proactively, and drives initiatives through to completion

• Detail-Oriented & Trusted with Confidentiality:

  Strong attention to detail and focus on quality of delivery, while managing critical customer-facing and executive-level tasks; Proven experience of handling confidential work with discretion

• Tech Savvy:

  Proficient with Google Workspace or Microsoft Office (especially calendar tools) and comfortable learning CRM/event-management platforms

BENEFITS

• A competitive salary and bonus based on performance
• A buzzing space full of some of the most talented founders, technologists, and investors working on world-changing businesses
• The opportunity to supercharge your learning by working with a talented, ambitious, and diverse global team (we’re currently operational in multiple countries across the UK, Europe, North America, and Asia)
• The opportunity to be an early employee at an institution that is changing the way the most ambitious people approach entrepreneurship. The potential impact is enormous and can meaningfully shape value creation for the nation as a whole
• A Learning & Development allowance to purchase any product or service that will contribute to your personal or professional development
• Enhanced parental leave, plus broader leave policies including additional time-off (two weeks) at the end of the year during Christmas & New Year