Executive Assistant

About the Role

The Executive Assistant (EA) is the Founder’s primary point of coordination and a trusted extension of the Founder’s office. You will manage the Founder’s schedule, communication, and commitments, ensuring that priorities are protected, nothing critical is missed, and decisions and follow-ups move forward without delay. The role calls for sound judgement, strict confidentiality, and the ability to work independently in a fast-moving, multi-geography environment.

Role Objective

To enable the Founder to focus on strategy, partnerships, and growth by running a well-organised, proactive, and dependable executive support function covering scheduling, communication, task tracking, and cross-team alignment.

Key Responsibilities

• Call and Communication Management
• Receive, screen, and prioritise incoming calls, emails, and messages on the Founder’s behalf
• Route queries to the appropriate team member or stakeholder, resolving routine matters without escalation
• Draft professional correspondence, replies, and briefing notes for the Founder’s review
• Maintain a log of key calls and communications, with clear action points
• Handle sensitive and confidential information with discretion
• Calendar and Schedule Management
• Manage the Founder’s calendar, including internal meetings, partner and institution calls, and travel
• Schedule across time zones (India, GCC, Australia), avoiding conflicts and protecting focus time
• Prepare meeting agendas, background material, and pre-reads in advance
• Send reminders and confirmations, and handle rescheduling smoothly
• Coordinate travel, itineraries, and logistics when required
• Task Tracking and Follow-ups
• Maintain a central tracker of the Founder’s tasks, commitments, deadlines, and pending decisions
• Follow up with team members and external stakeholders to ensure timely delivery
• Flag overdue or at-risk items to the Founder proactively, along with suggested next steps
• Provide a daily priority summary and a weekly status update on open items
• Coordination Across Teams and Stakeholders
• Act as the liaison between the Founder and department heads, country teams, and leadership
• Ensure Founder directives are communicated clearly and understood by the relevant teams
• Coordinate with external stakeholders such as partners, agents, vendors, and institutions on the Founder’s behalf
• Support internal reviews and meetings, including attendance, minute-taking, and circulation of action items
• Contract Drafting and Legal Coordination
• Draft and prepare commercial and business contracts, such as agency and partnership agreements, MOUs, NDAs, and vendor agreements, using approved company templates and the Founder’s instructions
• Share draft contracts with the Founders for review, track their comments, and incorporate revisions promptly
• Coordinate with the company’s legal counsel to cross-check drafts, clauses, and compliance requirements before finalisation
• Maintain version control so the latest approved draft is always clear, and keep a record of changes and approvals
• Track contract status (drafted, under review, legally vetted, signed) and key dates such as renewals and expiries
• Make sure no contract is signed or shared externally without Founder approval and legal vetting
• Maintain a secure repository of executed agreements
• Documentation, Records, and Reporting
• Take accurate Minutes of Meeting (MOM) and track the actions arising from them
• Prepare basic reports, trackers, summaries, and presentations as required
• Ensure confidential documents are stored securely and are easy to retrieve

Key Performance Indicators

• Zero missed meetings, deadlines, or critical follow-ups
• Prompt response and routing of Founder communication (within agreed timelines)
• Accuracy and timeliness of reports, MOMs, and trackers
• Reduction in scheduling conflicts and last-minute changes
• Positive feedback from the Founder and internal teams
• Maintain organised digital records of notes, contracts, approvals, and key documents

Skills and Competencies

• Excellent written and verbal communication in English; Hindi proficiency is an advantage
• Strong organisational, planning, and time management skills
• High attention to detail, with the ability to multitask and prioritise under pressure
• Proficiency in Google Workspace or Microsoft Office, calendar tools, and task or project trackers
• Professionalism, discretion, and the ability to handle confidential matters with integrity
• Proactive and reliable, with a problem-solving mindset and strong follow-through
• Comfortable working with stakeholders at all levels and across cultures