Secretary / Executive Assistant

EXECUTIVE ASSISTANT TO FOUNDER – FOUNDER’S OFFICE & OPERATIONSDepartment: Founder’s Office

Position: Executive Assistant to Founder

Employment Type: Full-Time

Work Mode: On-Site

Travel Requirement: Yes – Domestic travel across India and occasional international travel as required

Reporting To: Founder / Managing Director

ABOUT THE ROLEWe are looking for a highly capable, intelligent, proactive and dependable Executive Assistant to work directly with the Founder.

This is not a conventional Personal Assistant or secretarial position limited to calendar management, calls, bookings and reminders.

The Executive Assistant will work closely with the Founder across multiple areas of the business including operations, sales, marketing, technology, vendors, product development, administration and special projects.

The person will act as an extension of the Founder and will be responsible for ensuring that decisions, instructions and commitments are converted into actual results.

The most important requirement for this position is OWNERSHIP.

Once a responsibility is assigned, the Founder should not have to repeatedly ask:

“What happened to this?”

The Executive Assistant should independently follow up, coordinate, identify problems, find solutions and ensure that the task reaches closure.

• KEY RESPONSIBILITIES1. FOUNDER’S DAILY PRIORITY MANAGEMENTUnderstand the Founder’s daily, weekly and monthly priorities.
• Maintain a structured list of important tasks, commitments and deadlines.
• Convert verbal discussions, WhatsApp messages and meetings into clear actionable tasks.
• Prioritize tasks according to urgency and business importance.
• Ensure important commitments are never forgotten.
• Remind the Founder only where his personal decision, approval or involvement is genuinely required.
• Protect the Founder’s time from unnecessary operational interruptions.
• Ensure the Founder has visibility of critical pending matters.

The objective is to allow the Founder to spend maximum time on strategy, business growth, revenue and important decisions instead of routine follow-ups.

2. COMPLETE TASK OWNERSHIP & CLOSUREThis is the most important responsibility of the position.

The Executive Assistant must take ownership of assigned work from instruction to completion.

For example, if the Founder says:

“Get this issue resolved.”

The Executive Assistant should be capable of:

• Understanding the requirement.
• Identifying the concerned person/team/vendor.
• Collecting necessary information.
• Coordinating with relevant stakeholders.
• Following up independently.
• Identifying delays.
• Finding possible alternatives.
• Escalating only when necessary.
• Verifying that the work has actually been completed.
• Updating the Founder with the final outcome.

Simply forwarding a message to someone does not constitute completion of a task.

The philosophy of this position is:

Assigned → Followed Up → Executed → Verified → Closed

3. TEAM COORDINATIONAct as an important coordination point between the Founder and different departments.

Coordinate with teams including:

• Sales
• Marketing
• Digital Marketing
• IT & Development
• Operations
• Accounts
• Administration
• Customer Support
• HR
• Vendors and external agencies

Responsibilities will include:

• Communicating Founder’s instructions clearly.
• Assigning and recording action points.
• Following up with responsible team members.
• Monitoring deadlines.
• Collecting progress updates.
• Identifying delays and bottlenecks.
• Escalating important problems before they become serious.
• Ensuring cross-department coordination.
• Making sure commitments made during meetings are actually implemented.

4. PROJECT & OPERATIONS COORDINATIONAssist the Founder in managing multiple ongoing projects simultaneously.

Responsibilities may include:

• Maintaining project trackers.
• Monitoring milestones.
• Coordinating different departments.
• Following up with external vendors.
• Collecting documents and information.
• Tracking approvals.
• Preparing status reports.
• Identifying pending dependencies.
• Ensuring deadlines are met.
• Supporting new business initiatives and product launches.

The candidate should be comfortable working in an environment where priorities can change quickly.

5. VENDOR & EXTERNAL STAKEHOLDER MANAGEMENTCoordinate with external parties including:

• Marketing agencies
• Technology vendors
• Developers
• Manufacturers
• Packaging vendors
• Logistics companies
• Consultants
• Payment service providers
• Banks
• Business service providers
• Professional advisors
• Other external stakeholders

Responsibilities include:

• Finding vendors when required.
• Obtaining quotations.
• Comparing options.
• Scheduling meetings.
• Negotiating or collecting commercial information.
• Maintaining records.
• Following up on deliverables.
• Tracking deadlines.
• Escalating delays.
• Ensuring commitments are fulfilled.

The Founder should not have to personally chase vendors for routine deliverables.

6. RESEARCH & DECISION SUPPORTThe Executive Assistant must possess strong internet research capabilities.

The Founder should be able to say:

“Research this and give me the best options.”

The candidate should independently:

• Understand the requirement.
• Conduct detailed research.
• Identify suitable companies/vendors/options.
• Contact relevant parties where required.
• Collect pricing and commercial information.
• Compare advantages and disadvantages.
• Verify important information.
• Prepare a concise summary.
• Highlight the best options.
• Present a recommendation for the Founder’s decision.

The candidate should not simply send multiple links without analyzing them.

7. MEETING MANAGEMENTManage important internal and external meetings.

Responsibilities include:

• Scheduling meetings.
• Coordinating participants.
• Preparing agendas.
• Collecting background information before meetings.
• Preparing the Founder with relevant information when necessary.
• Taking Minutes of Meeting (MOM).
• Identifying action items.
• Assigning responsibility and deadlines.
• Maintaining follow-up trackers.
• Ensuring action points reach closure.

Every important meeting should result in clear:

Decision → Responsibility → Deadline → Follow-up → Closure

• 8. CALENDAR & TIME MANAGEMENTManage the Founder’s business calendar.
• Schedule internal and external meetings.
• Coordinate appointments.
• Avoid unnecessary scheduling conflicts.
• Prioritize meetings according to importance.
• Maintain reminders for important commitments.
• Reschedule meetings when necessary.
• Keep sufficient time available for important strategic work.
• Coordinate schedules during travel.

9. TRAVEL WITH THE FOUNDERWillingness to travel is an essential requirement for this position.

The Executive Assistant must be comfortable accompanying the Founder for business travel when required.

Travel may include:

• Different cities across India.
• Business meetings.
• Vendor/manufacturer visits.
• Conferences.
• Events.
• Business expansion activities.
• Site visits.
• Meetings with partners and other stakeholders.
• Occasional international travel if required.

Travel frequency will depend upon business requirements.

The candidate must therefore have the flexibility to travel at relatively short notice when necessary.

10. END-TO-END TRAVEL MANAGEMENTThe Executive Assistant will also be responsible for organizing the Founder’s travel.

This may include:

• Flight bookings.
• Train bookings.
• Hotel reservations.
• Airport transfers.
• Local transportation.
• Meeting schedules.
• Travel itineraries.
• Visa coordination for international travel.
• Travel documents.
• Conference/event registrations.
• Maintaining necessary confirmations and documents.

The candidate should prepare a clear itinerary containing:

Flight → Hotel → Transport → Meetings → Contacts → Documents → Return Travel

The Founder should not need to personally coordinate routine travel logistics.

11. ON-TRIP EXECUTIVE SUPPORTWhen travelling with the Founder, the Executive Assistant may be responsible for:

• Managing the daily itinerary.
• Confirming meetings.
• Coordinating transportation.
• Communicating with local stakeholders.
• Keeping necessary documents ready.
• Recording meeting notes.
• Following up on decisions taken during meetings.
• Handling schedule changes.
• Coordinating hotels/flights/transportation.
• Ensuring the Founder remains focused on the purpose of the trip rather than logistics.

The candidate should remain professional, organized and composed even when travel plans change unexpectedly.

12. BUSINESS COMMUNICATIONThe candidate should have excellent professional communication skills.

Responsibilities may include:

• Drafting emails.
• Drafting WhatsApp communications.
• Preparing letters.
• Preparing meeting summaries.
• Communicating with employees.
• Communicating with vendors.
• Following up with external stakeholders.
• Preparing basic proposals and reports.
• Communicating on behalf of the Founder when authorized.

Communication should be professional, concise and clear.

13. DOCUMENTATION & INFORMATION MANAGEMENTMaintain properly organized business information including:

• Important company documents.
• Vendor records.
• Quotations.
• Agreements.
• Employee-related documents where authorized.
• Meeting notes.
• Project trackers.
• Payment/approval records.
• Business registrations.
• Important correspondence.
• Travel documents.
• Pending approval trackers.

Information should be organized so that required documents can be retrieved quickly.

14. TECHNOLOGY & DIGITAL COORDINATIONThe candidate does not need to be a developer or IT professional.

However, she should be technology comfortable and capable of coordinating technology-related work.

She should be comfortable understanding and coordinating matters involving:

• Websites.
• E-commerce platforms.
• CRM systems.
• WhatsApp Business.
• Digital marketing platforms.
• Payment gateways.
• Business software.
• Cloud documents.
• Task-management systems.
• Online dashboards.

The expectation is not technical programming knowledge.

The expectation is the ability to understand the business requirement, coordinate with technical people and ensure completion.

15. AI & PRODUCTIVITY TOOLSThe candidate should be comfortable using modern AI and productivity tools.

Experience with tools such as the following is preferred:

• ChatGPT or similar AI tools.
• Microsoft Excel.
• Microsoft Word.
• PowerPoint.
• Google Sheets.
• Google Docs.
• Google Drive.
• Gmail/Outlook.
• Google Calendar.
• Task-management software.
• CRM software.

AI should be used intelligently for:

• Research.
• Drafting.
• Summarization.
• Comparisons.
• Meeting notes.
• Reports.
• Data organization.
• Presentations.
• Productivity improvement.

The candidate must also understand that AI output should be checked and verified rather than blindly copied.

16. BASIC BUSINESS & COMMERCIAL UNDERSTANDINGThe candidate should have basic commercial awareness.

She should be comfortable understanding concepts such as:

• Revenue.
• Costs.
• Quotations.
• Budgets.
• Vendor pricing.
• Sales targets.
• Leads.
• Conversion.
• Deadlines.
• Payment terms.
• Basic business reports.

Advanced finance knowledge is not required, but the candidate must be comfortable working with numbers and business information.

17. SPECIAL PROJECTSThe Founder may assign special projects that do not fall within routine responsibilities.

Examples may include:

• Finding a new vendor.
• Researching a new market.
• Coordinating a product launch.
• Recruiting or coordinating candidates.
• Setting up meetings.
• Comparing business software.
• Coordinating an event.
• Preparing a report.
• Solving an operational problem.
• Coordinating a new business initiative.

The candidate should be comfortable receiving a broad objective and figuring out the steps required to achieve it.

18. CONFIDENTIALITYThis is a high-trust position.

The Executive Assistant may have access to confidential information relating to:

• Business strategy.
• Employees.
• Customers.
• Vendors.
• Financial information.
• Company documents.
• Business plans.
• Founder’s schedule and travel.
• Internal discussions.

Absolute confidentiality, integrity and discretion are mandatory.

Sharing confidential company or Founder information without authorization will not be acceptable.

REQUIRED SKILLSEssential SkillsThe ideal candidate must demonstrate:

• Exceptional ownership mentality.
• Strong follow-up ability.
• Excellent organizational skills.
• Excellent time management.
• Strong problem-solving skills.
• Ability to work independently.
• Ability to manage multiple priorities.
• Excellent attention to detail.
• Strong written communication.
• Strong verbal communication.
• Professional English.
• Professional Hindi.
• Strong internet research ability.
• Vendor coordination.
• Team coordination.
• Meeting management.
• Travel management.
• Documentation skills.
• Basic Excel/Google Sheets.
• Word/Google Docs.
• PowerPoint/presentation skills.
• Email management.
• Calendar management.
• Ability to learn new software quickly.
• Comfort with AI tools.
• Basic commercial understanding.

PERSONALITY & BEHAVIOURAL REQUIREMENTS1. OwnershipThe candidate must think:

“If this task has been given to me, I am responsible for ensuring there is an outcome.”

Not:

“I sent the message, so my work is finished.”

2. Proactive NatureThe candidate should identify what needs to happen next without waiting for instructions at every step.

3. ResourcefulnessWhen faced with a problem, the first response should be:

“How can I solve this?”

rather than:

“What should I do?”

4. PersistenceFollowing up once is often insufficient.

The candidate must be comfortable following up repeatedly and professionally until an outcome is achieved.

5. JudgmentThe candidate should gradually develop the ability to differentiate between:

• Matters she can handle independently.
• Matters requiring Founder’s approval.
• Matters requiring immediate escalation.
• Matters that can wait.

6. AdaptabilityThis is a growing and dynamic business.

Priorities may change quickly.

The candidate should be capable of reorganizing work without becoming overwhelmed.

7. Calm Under PressureProblems, delays and unexpected situations are normal in business.

The candidate should remain composed and solution-oriented.

8. Professional ConfidenceThe candidate should be comfortable communicating with:

• Employees.
• Managers.
• Senior professionals.
• Vendors.
• Consultants.
• Business owners.
• External stakeholders.

She should be polite but sufficiently assertive to get work completed.

9. Confidentiality & TrustworthinessIntegrity and discretion are non-negotiable.

10. Learning AbilityThe Founder operates across multiple business functions.

The candidate therefore needs the ability to learn unfamiliar subjects quickly rather than saying:

“This is not my department.”

WHAT WE ARE NOT LOOKING FORThis position will not be suitable for someone who:

• Requires continuous supervision.
• Needs repeated reminders.
• Waits for instructions for every small step.
• Only forwards messages between people.
• Considers a task complete after sending an email or WhatsApp message.
• Regularly forgets follow-ups.
• Avoids taking responsibility.
• Becomes uncomfortable when priorities change.
• Cannot handle multiple parallel tasks.
• Is unwilling to travel.
• Is uncomfortable coordinating with different departments.
• Regularly brings problems without possible solutions.
• Treats the role as purely administrative or secretarial.

EDUCATIONMinimum: Graduate.

Preferred educational backgrounds include:

• MBA
• BBA
• Business Management
• Commerce
• Operations
• Management
• Communications
• Hospitality
• Travel/Hospitality Management
• Similar relevant disciplines

However, attitude, intelligence, ownership and execution ability will carry greater importance than the degree alone.

EXPERIENCEPreferred: 2–5 years of relevant professional experience.

Relevant backgrounds may include:

• Executive Assistant to Founder/CEO/MD.
• Founder’s Office.
• Executive Operations.
• Business Operations.
• Project Coordination.
• Management Coordinator.
• Senior Executive Assistant.
• Startup Operations.

Previous experience working directly with a Founder, Entrepreneur, CEO, Managing Director or senior business leader will be strongly preferred.

Experience in a startup, D2C, e-commerce, healthcare, technology or fast-growing SME environment will be an advantage.

TRAVEL REQUIREMENTThe candidate must:

• Be willing to travel across India.
• Be comfortable accompanying the Founder on business trips.
• Be capable of travelling at relatively short notice when business requirements demand it.
• Be comfortable with occasional overnight/outstation travel.
• Possess or be willing to obtain necessary documentation for international travel if required.
• Be flexible regarding working hours during business travel.

Candidates who are unable or unwilling to travel should not apply.

WORKING STYLEThis position requires someone comfortable working directly with an entrepreneurial Founder.

The environment can involve:

• Multiple simultaneous projects.
• Fast decisions.
• Changing priorities.
• Tight deadlines.
• Different departments.
• Multiple external vendors.
• Business travel.
• High levels of responsibility.

The candidate should enjoy bringing structure to a fast-moving environment.

HOW PERFORMANCE WILL BE MEASUREDPerformance will primarily be measured by:

Task ClosurePercentage of assigned tasks completed within agreed timelines.

Follow-Up DisciplineImportant tasks should never disappear because someone forgot to follow up.

Founder DependencyOver time, the Founder should need to become less involved in routine coordination, not more.

Problem ResolutionAbility to independently resolve routine problems.

CommunicationQuality, accuracy and professionalism of internal and external communication.

OrganizationAccuracy of calendars, documents, trackers, meetings and travel.

ProactivityAbility to anticipate requirements rather than always reacting after a problem occurs.

ConfidentialityZero tolerance for unauthorized disclosure of confidential information.

DAILY REPORTING FORMATAt the end of the day, the Executive Assistant should be capable of giving the Founder a concise update:

COMPLETED

• Tasks successfully closed today.

IN PROGRESS

• Tasks currently being executed.

PENDING / FOLLOW-UP

• Tasks waiting on employees/vendors/third parties.

BLOCKED

• Problems preventing completion and actions already taken to resolve them.

FOUNDER DECISION REQUIRED

• Only matters requiring the Founder’s approval or decision.

TOMORROW’S PRIORITIES

• Most important items requiring attention next.

THE STANDARD EXPECTED FROM THIS ROLEIf the Founder gives the Executive Assistant 10 tasks, the objective is not for the Founder to remember and follow up on those same 10 tasks.

The Executive Assistant becomes responsible for remembering them.

Ideally:

• Most should be completed independently.
• Delayed items should already be under follow-up.
• Problems should already have possible solutions.
• Only matters genuinely requiring authority or strategic judgment should return to the Founder.

That is the level of ownership expected.

CAREER GROWTHThis position provides direct exposure to business strategy, operations, sales, marketing, technology, vendors, product development and management decision-making.

For a high-performing candidate, the position can progressively develop beyond Executive Assistant responsibilities toward:

Senior Executive Assistant → Founder’s Office Manager → Business Operations Manager → Chief of Staff / Senior Management responsibilities.

Growth will depend upon demonstrated ability, trust, ownership and business understanding.

IDEAL CANDIDATE IN ONE SENTENCEA highly organized, intelligent and trustworthy execution-oriented professional who can travel with the Founder, coordinate across the business, take ownership of assignments, solve routine problems independently and ensure that work gets completed without requiring constant follow-up.

FINAL EXPECTATIONWe are not looking for someone who simply assists the Founder in doing more work.

We are looking for someone who removes work from the Founder’s plate.

The successful candidate should ultimately make it possible for the Founder to focus primarily on:

Strategy • Growth • Revenue • Expansion • Partnerships • Major Decisions

while the Executive Assistant ensures that operational commitments, coordination, follow-ups and execution continue moving forward.

If you need to be told every next step, this role will not be suitable for you.

If you naturally take responsibility, find solutions, follow through and enjoy getting things completed, this role offers significant responsibility, exposure and growth.