Executive Assistant

Role Overview

We are looking for a highly proactive, tech-savvy, detail-oriented, and dependable Executive Assistant to support the Co-Founder/CEO in managing business operations, administration, legal coordination, travel management, and customer experience initiatives in a fast-paced organization.

The ideal candidate should possess exceptional communication and organizational skills, strong execution capabilities, and the ability to manage multiple priorities with discretion, ownership, and confidentiality. This role requires someone who can anticipate needs, drive action items to closure, and effectively coordinate with internal teams, external partners, vendors, and key customers while leveraging modern technology and AI tools to improve productivity and operational efficiency.

Key Responsibilities

Business & Executive Support

• Manage and coordinate the Founders calendar, meetings, appointments, and travel schedules.
• Ensure timely follow-up and closure of action items across teams and stakeholders.
• Plan and coordinate Monthly, Fortnightly, and Weekly business review cadences.
• Organize logistics for conferences, leadership reviews, offsites, and organizational events across locations.
• Handle end-to-end travel and hotel bookings for business meetings and events.
• Maintain and digitize contact databases, visiting cards, and ensure timely follow-up or greeting communication with stakeholders and visitors.

Legal Coordination

• Coordinate with internal stakeholders and external legal associates on consumer-related cases and follow-ups.
• Facilitate communication and documentation for business contracts, agreements, and other legal matters.
• Track the status of legal cases and contracts while maintaining accurate records and documentation.

Administration & Operations

• Oversee administration activities across office locations, including vendor management, procurement, and facility coordination.
• Negotiate with vendors to ensure cost-effective and high-quality service delivery.
• Manage travel arrangements for the Founder and family members, including flights, accommodations, airport transfers, and local transportation.
• Coordinate vehicle-related administration including insurance renewals, servicing, and maintenance schedules.