Executive Assistant To The Founder

KEY RESPONSIBILITIES

COMMUNICATION MANAGEMENT (Primary Responsibility)

• Screen and manage ALL incoming phone calls - assess priority, take messages, connect only approved calls
• Receive and assess all visitors - determine purpose, direct to appropriate departments, or schedule meetings
• Monitor Founder's email inbox - prioritize messages, flag urgent items, draft responses
• Manage WhatsApp communications from company-provided number on Founder's behalf
• Draft all emails and correspondence with perfect grammar, tone, and professionalism
• Handle all external communication ensuring Founder focuses on high-priority matters only

CALENDAR & MEETING MANAGEMENT

• Maintain Founder's complete daily, weekly, and monthly calendar
• Schedule meetings based on priority, avoiding conflicts
• Send timely reminders to Founder (day before and morning of each meeting)
• Coordinate meeting logistics - venue, materials, attendee coordination
• Prepare meeting agendas and briefing materials in advance
• Attend meetings to take detailed minutes and note action items
• Distribute meeting minutes to stakeholders within 24 hours
• May represent Founder in routine operational meetings when briefed

DAILY PLANNING & TASK TRACKING (Critical Responsibility)

• Review previous day's meetings and decisions each evening/morning
• Create prioritized daily to-do list for Founder every morning
• Track all internal tasks assigned to teams - follow up regularly until completion
• Track external commitments (client deliverables, vendor deadlines, government submissions)
• Maintain comprehensive task tracking system (Excel or project management tool)
• Send regular status updates to Founder on all pending items
• Escalate delays, bottlenecks, or issues proactively before they become problems

DOCUMENTATION & PRESENTATION SUPPORT

• Draft business letters, correspondence, and formal documentation
• Prepare presentations (PowerPoint) based on Founder's brief and input
• Format data, reports, and information into clear, professional documents
• Maintain organized digital and physical filing system for confidential documents
• Handle document version control and ensure latest versions are accessible

APPROVAL WORKFLOWS & INTERNAL COORDINATION

• Coordinate approval workflows across departments (accounts, operations, legal, etc.)
• Track all documents/proposals requiring Founder's review and approval
• Ensure proper documentation and context before presenting items for decision
• Follow up with departments post-approval to ensure implementation
• Pass Founder's instructions to teams clearly, accurately, and promptly

CONFIDENTIALITY & PROFESSIONAL CONDUCT (Non-Negotiable)

• Maintain complete confidentiality regarding all business matters, financial information, and strategic decisions
• Handle sensitive documents with utmost security
• Never discuss Founder's schedule, meetings, or business matters with unauthorized persons
• Demonstrate mature judgment in all workplace situations and interactions
• Represent Founder's office with poise, confidence, and professionalism at all times
• Handle difficult situations (demanding clients, urgent vendors) with diplomacy

REQUIRED QUALIFICATIONS (MANDATORY)

EXPERIENCE:

• 3-5 years specifically as Executive Assistant to CEO/Founder/Director OR Personal Assistant to business owners/senior management
• Demonstrated expertise in managing executive calendars and complex schedules
• Proven experience screening calls and managing visitor access for senior executives
• Track record of drafting professional business correspondence independently
• Experience with task tracking and follow-up across teams/departments

COMMUNICATION SKILLS:

• Fluent spoken and written English & Marathi (grammar-perfect writing is mandatory)
• Ability to draft emails, letters, and documents independently
• Confident, professional phone manner for high-level interactions

PROFESSIONAL PRESENTATION & MATURITY:

• Formal business attire expected daily
• Polished, well-groomed, confident demeanor
• Mature judgment and professional boundaries
• Age/maturity appropriate to position of significant responsibility
• Comfortable representing Founder's office to external parties

TECHNICAL PROFICIENCY:

• Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Gmail, Calendar, Drive, Docs)
• Ability to create professional presentations and documents
• Quick learner for company-specific systems

PERSONAL ATTRIBUTES:

• Meticulous attention to detail
• Exceptional organizational skills
• Proactive problem-solver
• Calm under pressure
• Absolute discretion and integrity
• Strong work ethic and dedication

LANGUAGE REQUIREMENTS:

• English: Fluent
• Marathi: Fluent
• Hindi: Basic communication helpful

EDUCATION:

STRONGLY PREFERRED

• Experience supporting founders or business owners (vs. only corporate environments)
• Background in real estate, construction, consulting, or entrepreneurial organizations
• Demonstrated ability to attend meetings and represent executives when required
• Track record of handling multiple priorities and complex coordination
• References confirming professional conduct, judgment, and discretion

WHO SHOULD NOT APPLY

• Human Resources specialists or Sales Coordinators
• Operations Managers or Office Managers (without EA experience)
• Customer Service or Front Office roles (without senior EA experience)
• Fresh graduates or candidates with less than 3 years EA experience
• Candidates expecting remote or hybrid work
• Candidates who cannot maintain strict professional conduct
• Candidates looking for strict 8 hours a day job
• Candidates who are not ambitious enough

WHAT WE OFFER

• Ability to work with Founder & understanding how business is built
• Position of significant responsibility and organizational influence
• Exposure to business operations, decision-making, and strategic initiatives
• Opportunity to build and improve systems in a growing organization
• Professional work environment with clear expectations and mutual respect
• Performance-based increments and recognition
• Supportive team culture

WORK SCHEDULE

Days:

Hours:

Sometimes:

Leave: