Executive Assistant to Co-founder

Location: Kothrud Pune Maharashtra
Work Mode: On-site
Experience: 3–6 Years
Working Hours: 12:00 PM – 9:00 PM
Flexibility: Flexible with US time zones when the Director is travelling

About the Role

We are looking for an Executive Assistant to support the Co- Founder. This role combines calendar management meeting coordination external communication follow-ups podcast/webinar coordination travel and event support documentation and action tracking. The ideal candidate should be excellent at scheduling follow-ups coordination written communication and handling multiple moving parts with maturity and ownership.

Manage the Director’s daily weekly and monthly calendar.

Schedule internal and external meetings across India and US time zones.

Manage meeting invites calendar links reminders rescheduling and follow-ups.

Ensure meeting links agendas documents and basic context are ready before calls.

Protect focus time flag calendar conflicts and help maintain a smooth daily rhythm.

Prepare basic meeting briefs with purpose past context required documents and expected next steps.

Coordinate with internal teams to collect relevant inputs before key meetings.

Track action items from meetings and discussions.

Maintain daily and weekly follow-up trackers.

Follow up with internal teams and external stakeholders to ensure timely closure.

Ensure important tasks commitments and conversations do not fall through the cracks.

Draft basic emails reminders confirmations thank-you notes and follow-up messages.

Support communication with clients partners podcast guests webinar speakers vendors and internal stakeholders.

Track important emails/messages that need response or action.

Maintain a warm professional and clear communication style.

Escalate important matters to the Director in a timely manner.

Coordinate with podcast guests and webinar speakers for scheduling and confirmations.

Share calendar invites meeting links bios headshots topics and preparation notes.

Coordinate with the content and marketing team for promotional requirements.

Maintain trackers for podcast guests webinar speakers partner conversations and event follow-ups.

Ensure all external guests have a smooth and professional experience with Finsmart.

Coordinate domestic and international travel plans.

Manage flights hotels transport visa documents insurance conference registrations and itinerary details.

Prepare travel folders with tickets hotel confirmations event schedules meeting lists and important contacts.

Coordinate client meetings networking meetings dinners socials and conference-related follow-ups.

Support post-event follow-up tracking with clients prospects partners and industry contacts.

Maintain organized folders trackers contact lists meeting notes and important documents.

Keep updated lists for clients partners event contacts podcast guests webinar speakers and internal action items.

Manage reminders appointments subscriptions renewals and basic administrative tasks where required.

Coordinate with internal admin finance HR marketing and sales teams for operational matters.

Help reduce scheduling gaps missed follow-ups and coordination delays.

We are looking for someone with:

3–6 years of experience as an Executive Assistant Founder’s Office Coordinator Executive Coordinator Admin Executive Communication Coordinator or similar role. Dealing with US clients community is an added advantage.

Strong calendar and meeting management skills.

Excellent written and spoken English.

Ability to communicate professionally with senior external stakeholders.

Strong follow-up discipline and attention to detail.

Comfort working across India and US time zones.

Good working knowledge of Google Calendar Gmail Google Sheets Google Docs Excel and basic project trackers.

Prior experience supporting founders CXOs US-facing teams events will be preferred.

Calendar management

Meeting coordination

Email drafting

Follow-up tracking

Travel planning

Event coordination

Podcast/webinar coordination

Documentation

Stakeholder coordination

Google Workspace / MS Office

Ownership and reliability

Confidentiality and discretion

The person will be measured on:

Calendar discipline and meeting preparedness.

Timely scheduling and rescheduling of meetings.

Timely follow-ups and closure of action items.

Accuracy of trackers notes documents and travel plans.

Smooth coordination of podcasts webinars events and external meetings.

Reduction in missed follow-ups or scheduling gaps.

Quality and professionalism of communication.

Ability to handle confidential information responsibly.

Overall improvement in the Director’s productivity and daily rhythm.

12 PM to 9 PM (Flexible to US time zone when the Director is travelling)

Required Skills:

Calendar management Meeting coordination Email drafting Follow-up tracking Travel planning Event coordination Podcast/webinar coordination Documentation Stakeholder coordination Google Calendar Gmail Google Sheets Google Docs Excel Project trackers Ownership Reliability Confidentiality Discretion Written communication Scheduling Professional communication Attention to detail