Executive Secretary in Bombay, भारत

About The Role

We are a Mumbai-based real estate company looking for an experienced Executive Assistant to work directly with the Founder .

You will be the Founder’s first point of contact and representative, responsible for protecting his time and ensuring that the right people, priorities, and issues reach him.

This is a high-ownership role requiring strong judgement, organisation, discretion, and confidence. You will manage the Founder’s calendar, travel, communication, coordination, and follow-ups while ensuring his day-to-day commitments run smoothly.

What You’ll Do Calendar & Priority Management

• Manage the Founder’s calendar, meetings, appointments, and daily priorities
• Organise schedules to ensure effective use of the Founder’s time
• Coordinate meetings with internal teams and external stakeholders
• Anticipate scheduling conflicts and resolve them proactively
• Ensure important priorities and follow-ups are tracked through completion

Travel Management

• Plan and coordinate domestic and international travel end to end
• Manage flights, accommodation, transportation, itineraries, and other travel arrangements
• Handle last-minute changes and unexpected situations with practical judgement
• Maintain organised travel schedules and relevant documentation

Gatekeeping & Founder Support

• Act as the Founder’s gatekeeper and first point of contact
• Filter incoming requests and determine what requires the Founder’s direct attention
• Route matters to the appropriate internal point of contact when required
• Confidently and professionally decline or redirect requests when necessary
• Protect the Founder’s time while ensuring important matters are addressed

Stakeholder Coordination

• Coordinate across internal teams, staff, and external stakeholders on the Founder’s behalf
• Communicate requirements and follow up on action items
• Build effective working relationships with people across different levels
• Ensure information reaches the right stakeholders accurately and on time

Documentation & Follow-Ups

• Maintain well-organised records and documentation
• Track meetings, commitments, action items, and follow-ups
• Ensure pending matters are followed through to completion
• Maintain clear and easily accessible information when required

Confidentiality & Discretion

• Handle confidential and sensitive information with complete discretion
• Maintain professionalism when dealing with internal and external stakeholders
• Exercise sound judgement when managing sensitive matters on the Founder’s behalf

What We’re Looking For

• 7+ years of experience as an Executive Assistant
• Based out of Mumbai
• Prior experience working in a startup (Preferred)
• Prior experience supporting a Founder or senior leadership is strongly preferred
• Experience within a founder’s office, startup, or real estate company is preferred
• Strong-minded and composed under pressure
• Confidence to establish and maintain boundaries firmly but politely
• Excellent interpersonal and stakeholder-management skills
• Comfortable working with employees and stakeholders at every level
• Highly organised with strong attention to detail
• Strong documentation and follow-through
• Ability to manage multiple priorities without losing track of important details
• High level of discretion and confidentiality
• Digitally inclined and comfortable using:
  • Calendars
  • Email
  • Productivity tools
  • Collaboration tools
• Some travel experience and broader exposure to planning complex itineraries

The Ideal Candidate

We’re looking for someone who can do much more than manage a calendar.

You should understand how to protect a Founder’s time, prioritise competing requests, coordinate with different personalities, and make practical decisions independently .

You should be confident enough to say no when necessary, composed enough to handle pressure and last-minute changes, and organised enough to ensure commitments and follow-ups never fall through the cracks.

Above all, you should be someone the Founder can trust to represent him professionally and handle sensitive information with complete discretion.