Executive Assistant – Founders Office & Strategic Coordination (Female Candidates Preferred)

About Multiplier AI Limited

Multiplier AI Limited is an AI-first healthcare analytics and technology company focused on transforming healthcare and pharmaceutical businesses through Artificial Intelligence advanced analytics automation and digital transformation solutions.

We work with leading pharmaceutical healthcare and life sciences organizations to build intelligent platforms that improve commercial effectiveness healthcare marketing patient engagement business intelligence and operational efficiency.

At Multiplier AI we foster a fast-paced innovation-driven environment where technology execution and strategic thinking come together to solve real-world healthcare challenges.

We are currently looking for a highly organized proactive and execution-focused Executive Assistant Founders Office & Strategic Coordination to support leadership in managing business priorities coordination communication and execution tracking.

About the Role

This is not a traditional Executive Assistant role focused only on calendar management. We are looking for someone who can function as an extension of the Founders Office by ensuring smooth coordination across teams tracking priorities managing follow-ups organizing meetings and supporting strategic execution.

The ideal candidate should be detail-oriented highly organized trustworthy proactive and capable of handling multiple priorities in a dynamic business environment.

Key Roles & Responsibilities

1. Calendar & Meeting Management

• Manage leadership calendars appointments meetings and scheduling priorities.
  

• Coordinate internal and external meetings with clients partners vendors and stakeholders.
  

• Ensure meeting agendas documents presentations and discussion points are prepared in advance.
  

• Avoid scheduling conflicts and ensure smooth coordination of leadership commitments.
  

• Send reminders and maintain meeting timelines.
  

2. Minutes of Meeting (MoM) & Follow-Up Tracking

• Attend meetings and prepare detailed Minutes of Meeting (MoM).
  

• Capture action items timelines responsibilities and key decisions.
  

• Maintain trackers for pending and completed action items.
  

• Follow up with internal teams and stakeholders to ensure timely execution.
  

• Escalate delays or blockers to leadership when required.
  

3. Founders Office Coordination

• Coordinate with departments including HR Finance Operations Marketing Technology and Business teams.
  

• Track strategic priorities and ensure timely execution of leadership initiatives.
  

• Prepare daily weekly and monthly status reports for leadership reviews.
  

• Maintain visibility on important deadlines and deliverables.
  

4. Communication & Documentation Management

• Draft professional emails meeting summaries business communications and follow-up notes.
  

• Organize and maintain confidential documents reports presentations and business records.
  

• Maintain structured folders and documentation systems for easy access.
  

• Coordinate communication between leadership and internal/external stakeholders.
  

5. Travel & Event Coordination

• Manage travel bookings including flights hotels transportation and itineraries.
  

• Coordinate logistics for conferences meetings workshops and business events.
  

• Support event planning guest coordination and vendor communication.
  

• Ensure smooth execution of leadership travel and event schedules.
  

6. HR & Recruitment Coordination

• Coordinate interview scheduling and candidate communication.
  

• Maintain hiring trackers and recruitment updates.
  

• Support onboarding coordination for leadership-driven hiring requirements.
  

• Follow up with HR teams regarding offers joining dates and documentation.
  

7. Finance & Compliance Coordination

• Coordinate with finance teams auditors consultants and vendors for documentation.
  

• Track invoices approvals reimbursements and compliance-related activities.
  

• Maintain trackers for important submissions and deadlines.
  

• Ensure timely coordination for leadership approvals.
  

8. Strategic Execution Support

• Assist leadership in tracking business priorities and strategic initiatives.
  

• Coordinate cross-functional execution and ensure accountability.
  

• Support presentations reports dashboards and business reviews.
  

• Help streamline workflows and improve operational efficiency.
  

Educational Qualifications

• Bachelors degree in Business Administration Management Commerce Communications or a related field.
  

• MBA or postgraduate qualification is preferred but not mandatory.
  

• Additional certifications in project coordination administration operations or communication will be an advantage.
  

Required Experience

• 12 years of experience as an Executive Assistant Founders Office Executive Operations Coordinator Program Coordinator or a similar role.
  

• Prior experience supporting founders CXOs senior leadership or startup environments is preferred.
  

• Experience in healthcare technology consulting SaaS or fast-growing organizations will be an added advantage.
  

Required Skills & Competencies

• Excellent verbal and written communication skills.
  

• Strong organizational and multitasking abilities.
  

• Exceptional follow-up and execution discipline.
  

• High attention to detail and confidentiality.
  

• Strong stakeholder management and coordination skills.
  

• Proficiency in Google Workspace MS Office Google Sheets Google Docs Google Calendar Zoom and project tracking tools.
  

• Comfortable using AI productivity tools for documentation summarization and workflow management.
  

• Ability to work independently in a fast-paced environment.
  

• Opportunity to work directly with founders and senior leadership.
  

• Exposure to strategic business operations and decision-making.
  

• Fast-paced innovation-driven work environment.
  

• Career growth opportunities in the AI healthcare and technology sectors.
  

• High ownership and learning opportunities.