Executive Assistant

Company: Sorta Famous
Location: Andheri West, Mumbai (On-site)
Employment Type: Full-time
Experience Required: 710 Years
Joining: Immediate Joiners Only
Reporting To: Senior Executive Assistant / Founder & Creative Director

About Sorta Famous

Sorta Famous is a Mumbai-based PR, brand communications, and marketing agency specialising in strategic communications, brand positioning, public relations, social media management, and creative storytelling.

We are a growing, founder-led organisation looking for a highly organised, proactive, and resourceful Executive Assistant who can efficiently manage executive-level coordination, administrative responsibilities, and both professional and personal requirements.

The ideal candidate must be exceptionally organised, technologically proficient, discreet, and capable of working independently in a fast-paced environment.

Key Roles & Responsibilities

1. Executive & Calendar Management

• Manage and organise the Founder's professional and personal calendars, appointments, meetings, and commitments.
• Schedule, coordinate, and prioritise internal and external meetings.
• Ensure the Founder is briefed and prepared for all scheduled engagements.
• Anticipate scheduling conflicts and proactively resolve them.
• Manage reminders, follow-ups, and important deadlines.
• Coordinate with the Senior Executive Assistant to ensure seamless daily operations.

2. Communication & Correspondence

• Manage professional correspondence, emails, calls, and messages as authorised.
• Draft and proofread professional emails, letters, reports, and presentations.
• Coordinate communication with clients, vendors, stakeholders, and internal teams.
• Maintain professional communication standards and ensure timely responses.
• Follow up on pending approvals, tasks, and commitments.

3. Personal & Professional Assistance

• Assist with personal appointments, reservations, bookings, and other administrative requirements.
• Coordinate personal and professional travel arrangements, including flights, accommodation, transportation, and itineraries.
• Manage reservations, schedules, and logistical requirements.
• Handle confidential personal and professional information with discretion.
• Assist with occasional time-sensitive requirements outside regular office hours, subject to company policy and applicable law.

4. Administrative & Operational Coordination

• Maintain organised records, documents, trackers, and reports.
• Coordinate with internal departments to ensure timely completion of assigned tasks.
• Track pending deliverables and communicate updates to the reporting manager.
• Assist in preparing meeting agendas, minutes of meetings, and action trackers.
• Coordinate with vendors and external service providers.
• Ensure smooth execution of daily administrative activities.

5. Task Management & Follow-Ups

• Maintain structured daily, weekly, and monthly task lists.
• Track deadlines, commitments, and pending action items.
• Conduct regular follow-ups with internal and external stakeholders.
• Escalate urgent matters appropriately.
• Ensure tasks are completed accurately and within agreed timelines.

6. Travel & Event Coordination

• Plan domestic and international travel arrangements.
• Prepare detailed travel itineraries and manage booking confirmations.
• Coordinate business meetings, events, appointments, and hospitality requirements.
• Manage last-minute schedule changes and logistical challenges.
• Assist with expense tracking and travel documentation.

7. Technology & Digital Organisation

• Demonstrate proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, Teams, and OneDrive.
• Maintain digital calendars, task trackers, and organised filing systems.
• Use productivity tools to streamline scheduling, communication, and reporting.
• Be comfortable learning and adopting new software and AI-enabled productivity tools.
• Maintain confidentiality and security of company information.

Candidate Requirements

• 7–10 years of relevant experience as an Executive Assistant, Personal Assistant, or in a similar executive support role.
• Prior experience supporting Founders, CEOs, Directors, or senior leadership.
• Must be currently based in Mumbai.
• Must be available to join immediately.
• Excellent written and verbal English communication skills.
• Strong organisational, multitasking, and time-management abilities.
• Advanced proficiency in Microsoft Office and digital productivity tools.
• Ability to manage confidential information with professionalism and discretion.
• Strong problem-solving skills and attention to detail.
• Ability to anticipate requirements and work independently.
• Comfortable managing both professional and personal coordination.
• Flexible and adaptable to changing schedules and priorities.

Key Competencies

• Exceptional organisational skills
• Executive-level communication
• Strong follow-up and coordination abilities
• Proactive problem-solving
• Discretion and confidentiality
• Time management and prioritisation
• Technological proficiency
• Professionalism and accountability
• Adaptability and reliability

What We're Looking For

We are looking for someone who goes beyond traditional administrative support.

The ideal candidate should be able to anticipate requirements, take ownership of responsibilities, manage competing priorities, and ensure that the Founder's professional and personal schedules run seamlessly.

This position requires someone who is highly dependable, proactive, detail-oriented, and capable of handling responsibilities with minimal supervision.

To Apply: Send your updated CV to [email removed] with the subject line Application for Executive Assistant – Sorta Famous.

Please note: This position is strictly on-site in Andheri West, Mumbai. Only candidates who are available to join immediately will be considered.Role & responsibilities

Preferred candidate profile