Executive Assistant (Females only)

Job Description (JD) Executive Assistant to the Founder (Females only)!

Position: Executive Assistant (EA) to the Founder who is also a known Female entrepreneur
Department: Executive Office
Location: [BKC, Mumbai]
Reports To: Founder
Experience: 5–10 Years
Qualification: Bachelor's Degree (MBA preferred)

Position Summary

We are seeking a highly organized, proactive, and professional Executive Assistant to provide comprehensive administrative and strategic support to the Founder. The role requires exceptional coordination, communication, and stakeholder management skills to ensure the smooth functioning of the Founder's office and effective execution of key business priorities.

The ideal candidate should be able to manage confidential information, coordinate across departments, track strategic initiatives, and act as a trusted liaison between the Founder and internal/external stakeholders.

Key Responsibilities

Executive Support

• Manage the Founder’s calendar, appointments, meetings, and travel schedules.
• Prioritize and coordinate daily activities, ensuring efficient time management.
• Prepare presentations, reports, meeting agendas, and briefing documents.
• Draft professional correspondence, emails, and business communications on behalf of the Founder.

Meeting Management

• Schedule and organize internal and external meetings.
• Prepare meeting minutes (MoM) and track action items for closure.
• Follow up with functional heads on key deliverables and deadlines.
• Ensure timely communication of management decisions across departments.

Business Coordination

• Coordinate with Sales, Finance, Operations, HR, and Supply Chain teams on business initiatives.
• Monitor key projects and provide status updates to the Founder
• Assist in driving strategic and operational priorities across the organization.
• Support preparation of monthly business reviews and management reports.

Stakeholder Management

• Serve as the primary point of contact between the Founder and internal/external stakeholders.
• Manage communication with customers, vendors, consultants, and business partners.
• Maintain professional relationships while representing the Founder's office.

Data Analysis & MIS Reporting

• Compile and analyze business data from various departments.
• Prepare dashboards and MIS reports for management review.
• Track key business metrics and highlight deviations requiring attention.

Travel & Event Coordination

• Arrange domestic and international travel, accommodations, and itineraries.
• Coordinate leadership meetings, conferences, board meetings, and company events.
• Manage logistics for senior management visits and customer engagements.

Confidentiality & Governance

• Handle sensitive and confidential information with the highest level of discretion.
• Maintain important business records, agreements, and documentation.
• Ensure proper follow-up and closure of critical business matters.

Key Skills & Competencies

• Excellent verbal and written communication skills.
• Strong organization and multitasking abilities.
• High level of professionalism and confidentiality.
• Advanced proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook).
• Strong analytical and problem-solving skills.
• Ability to work independently and manage multiple priorities.
• Excellent stakeholder management and interpersonal skills.
• Attention to detail and strong follow-up orientation.

Preferred Experience

• Experience as an Executive Assistant supporting CXO-level executives.
• Exposure to FMCG, Manufacturing, Consumer Goods, or Distribution industries.
• Experience in preparing business presentations and management reports.
• Ability to understand business operations and financial reports.

Key Performance Indicators (KPIs)

• Effective management of Founder's calendar and priorities.
• Timely closure of action items from management meetings.
• Accuracy and quality of reports and presentations.
• Responsiveness and stakeholder satisfaction.
• Successful coordination of strategic projects and initiatives.
• Timely completion of executive communications and follow-ups.

Personal Attributes

• Highly trustworthy and dependable.
• Proactive and solution-oriented mindset.
• Strong sense of ownership and accountability.
• Professional demeanor with excellent business etiquette.
• Ability to work under pressure and meet tight deadlines.Role & responsibilities

Preferred candidate profile

Young, ambitious and career driven professional who wants to make her impact in the industry!