Executive Assistant & Personal Assistant to the Founder

1\. Role Objective

To provide comprehensive executive, administrative, and personal support to the Founder, ensuring the seamless management of business priorities, communications, meetings, schedules, travel, and personal commitments.

The role requires a highly organised, proactive, discreet, and tech\-savvy individual who can anticipate the Founder’s needs, manage competing priorities, coordinate with internal and external stakeholders, and ensure that important tasks and commitments are completed on time.

The individual will act as the Founder’s trusted support partner, helping maximise productivity and reduce the day\-to\-day administrative burden.

2\. Key Responsibilities

A. Executive Assistance – Business Support

\- Manage the Founder’s calendar, appointments, meetings, and daily schedule.

\- Schedule meetings, coordinate with participants, resolve conflicts, and send reminders.

\- Prepare meeting agendas, presentations, briefing notes, and relevant documents.

\- Attend meetings when required and prepare minutes, decisions, and action items.

\- Maintain a central tracker of tasks, deadlines, pending approvals, and commitments.

\- Follow up with department heads and team members on deliverables assigned by the Founder.

\- Coordinate with Sales, Artist Management, Operations, HR, Finance, Marketing, clients, artists, and vendors.

\- Prepare daily and weekly briefs highlighting priorities, pending actions, and upcoming commitments.

\- Assist with business correspondence, reports, presentations, and special projects.

\- Ensure that important decisions and commitments are documented and followed through.

B. Communication Management

\- Manage and organise the Founder’s calls, emails, WhatsApp messages, and other communications, subject to authorised access.

\- Screen incoming calls and identify urgent or business\-critical matters.

\- Draft routine responses and follow up on pending communications.

\- Maintain a list of important contacts, business relationships, and follow\-up commitments.

\- Coordinate communication between the Founder and relevant stakeholders.

\- Escalate sensitive, urgent, or high\-priority matters promptly.

\- Maintain professionalism and confidentiality in all communications.

C. Personal Assistance – Private and Lifestyle Support

\- Manage personal appointments, reservations, and daily commitments.

\- Coordinate personal and professional travel, including flights, hotels, ground transportation, and itineraries.

\- Handle restaurant bookings, event registrations, and other personal arrangements.

\- Assist with online shopping, Amazon orders, deliveries, returns, and related requirements.

\- Coordinate personal errands and service appointments as requested.

\- Maintain reminders for important personal dates, appointments, and commitments.

\- Organise personal documents, bookings, and records securely.

\- Handle additional personal and logistical requirements as reasonably assigned by the Founder.

D. Travel and Event Coordination

\- Plan and coordinate the Founder’s business and personal travel.

\- Prepare detailed itineraries and ensure all bookings are confirmed.

\- Coordinate schedules around business meetings, events, and personal commitments.

\- Assist with event invitations, registrations, hospitality, and logistics.

\- Manage last\-minute changes and resolve logistical issues proactively.

E. AI, Digital Tools and Productivity

\- Use AI tools to prepare meeting summaries, draft messages, organise notes, and maintain action trackers.

\- Maintain digital calendars, task lists, reminders, contact databases, and document systems.

\- Explore approved tools that can automate repetitive administrative tasks.

\- Use productivity tools to consolidate information and prepare concise daily briefs.

\- Ensure appropriate security, permissions, and confidentiality when using AI tools or accessing personal and business accounts.

3\. Required Skills and Competencies

\- Excellent verbal and written communication skills.

\- Strong planning, organisation, prioritisation, and follow\-up abilities.

\- High integrity, discretion, and respect for confidentiality.

\- Proficiency in email, calendars, spreadsheets, presentations, and digital collaboration tools.

\- Comfortable managing WhatsApp, calls, bookings, and multiple communication channels.

\- Practical knowledge of AI productivity tools.

\- Strong problem\-solving skills and attention to detail.

\- Ability to work independently and anticipate requirements.

\- Calmness and flexibility in a fast\-paced environment.

\- Professional conduct when interacting with senior executives, artists, clients, and personal contacts.

4\. Experience and Qualifications

\- Graduate in any discipline.

\- 2–5 years of experience as an EA, PA, Founder’s Office Executive, or similar professional.

\- Previous experience supporting a founder, entrepreneur, business owner, or senior executive is preferred.

\- Experience in events, entertainment, media, hospitality, or a service\-led business is an advantage.

\- Candidates with strong digital skills and experience using AI tools will be preferred.

5\. Key Performance Indicators (KPIs)

Performance will be evaluated on

1\. Calendar and scheduling: Accuracy, preparation, and minimal scheduling conflicts.

2\. Follow\-through: Timely closure of assigned action items and pending commitments.

3\. Communication: Prompt handling, accurate drafting, and appropriate escalation.

4\. Meeting effectiveness: Timely meeting notes, decision logs, and action trackers.

5\. Personal assistance: Accuracy of bookings, errands, travel arrangements, and reminders.

6\. Coordination: Effective follow\-up with internal teams and external stakeholders.

7\. Confidentiality: Secure and responsible handling of business and personal information.

8\. Productivity improvement: Effective use of technology and AI to reduce repetitive work.

6\. Working Expectations

\- The role may require flexibility beyond standard working hours depending on the Founder’s schedule, travel, and business commitments.

\- The candidate must be comfortable balancing business priorities with personal assistance requirements.

\- Any after\-hours expectations, availability requirements, and weekly working arrangements should be clearly communicated during recruitment.

\- The individual must maintain strict confidentiality and professional boundaries.

\- Purchases, bookings, financial transactions, and consequential communications must follow the Founder’s approval and authorisation rules.

7\. Ideal Candidate Profile

We are looking for a dependable, mature, proactive, and well\-organised professional who can manage both the Founder’s business and personal requirements with equal efficiency.

The right candidate should be able to anticipate needs, prioritise tasks independently, maintain discretion, and ensure that nothing important slips through the cracks.

The individual should be comfortable in a dynamic, founder\-led organisation where priorities can change quickly and effective coordination is essential.

Core expectation: One trusted point of contact who helps the Founder stay organised, prepared, responsive, and focused on high\-value business decisions.

Recruitment priority: Hire for trustworthiness, judgement, proactive execution, communication skills, and digital proficiency—not merely administrative experience.

Pay: ₹35,000\.00 \- ₹42,000\.00 per month

Work Location: In person