Executive Assistant

7 days ago

Mumbai India Synapse Search Partners Full time

Job Description

Position Overview:

We are seeking a sharp, organised, and high-integrity Executive Assistant to support our Founders and Senior Leadership Team. This role goes beyond calendar management and requires someone who thrives in a fast-paced environment, handles confidential matters with discretion, and proactively solves problems. The ideal candidate brings strong communication skills, attention to detail, and a high level of accountability to enable the leadership team to operate at peak efficiency.

Key Responsibilities:

Executive Support:

- Manage complex calendars, schedule internal and external meetings, and prioritize competing demands seamlessly.
- Organize and coordinate travel arrangements including flights, accommodations, visas, and itineraries.
- Act as the gatekeeper for incoming communication screen calls, emails, and requests, and respond on behalf of leadership when appropriate.
- Draft, proofread, and format emails, presentations, and documents with a high degree of polish.

Meeting & Communication Management:

- Coordinate board meetings, investor calls, reviews, and other high-priority events.
- Record meeting minutes and ensure timely follow-ups and execution of action points.
- Serve as the liaison between the leadership team and internal/external stakeholders.

Operational & Administrative Efficiency:

- Assist in managing key projects, ensuring deadlines and deliverables are met across teams.
- Handle confidential information with discretion and maintain strict confidentiality standards.
- Support in personal administration for the founder(s), including scheduling, event planning, and vendor coordination when required.

Process & Project Support:

- Create reports, dashboards, and summaries to support decision-making.
- Liaise with finance, HR, legal, and other departments to coordinate deliverables and approvals.
- Track and manage task progress across cross-functional initiatives involving the leadership team.

Qualifications:

- Bachelor's degree in any discipline. Master's degree is a plus but not mandatory.
- 28 years of experience as an Executive Assistant, Chief of Staff Assistant, or similar role supporting senior management or founders.
- Exceptional organisational and multitasking abilities with strong attention to detail.
- Excellent written and verbal communication skills in English.
- High emotional intelligence, discretion, and ability to handle confidential matters.
- Proficient in MS Office Suite (Word, Excel, PowerPoint) and digital collaboration tools (e.g., Google Workspace, Slack, Notion, Zoom).
- Energetic, solution-oriented, and able to work independently with minimal supervision.

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