Executive Assistant to the Founder

ABOUT ASHWAMEDH SPACES

Ashwamedh Spaces is a growing real estate development company in Pune, specializing in redevelopment projects in Kothrud , Erandwane and core areas of Pune. We seek a mature, professional Executive Assistant to serve as the right hand to our Founder.

IMPORTANT NOTE - Please Read Before Hitting Apply Button

This is an Executive Assistant role providing direct support to the Founder. This is NOT an HR, Sales, Business Development, or Operations position. Only candidates with prior Executive Assistant or Personal Assistant experience supporting senior executives should apply.

ROLE OVERVIEW

We seek an experienced Executive Assistant who will serve as the primary point of contact for the Founder. She will manage all incoming communications, coordinate schedules, track tasks across the organization, and ensure seamless operations of the Founder's office.

This role requires exceptional judgment, strong communication skills, meticulous attention to detail, and the ability to maintain absolute confidentiality. She must understand professional boundaries and demonstrate maturity as well as loyalty appropriate to a position of significant responsibility and access.

KEY RESPONSIBILITIES

COMMUNICATION MANAGEMENT (Primary Responsibility)

• Screen and manage ALL incoming phone calls - assess priority, take messages, connect only approved calls
• Receive and assess all visitors - determine purpose, direct to appropriate departments, or schedule meetings
• Monitor Founder's email inbox - prioritize messages, flag urgent items, draft responses
• Manage WhatsApp communications from company-provided number on Founder's behalf
• Draft all emails and correspondence with perfect grammar, tone, and professionalism
• Handle all external communication ensuring Founder focuses on high-priority matters only

CALENDAR & MEETING MANAGEMENT

• Maintain Founder's complete daily, weekly, and monthly calendar
• Schedule meetings based on priority, avoiding conflicts
• Send timely reminders to Founder (day before and morning of each meeting)
• Coordinate meeting logistics - venue, materials, attendee coordination
• Prepare meeting agendas and briefing materials in advance
• Attend meetings to take detailed minutes and note action items
• Distribute meeting minutes to stakeholders within 24 hours
• May represent Founder in routine operational meetings when briefed - attending, taking notes, and reporting back

DAILY PLANNING & TASK TRACKING (Critical Responsibility)

• Review previous day's meetings and decisions each evening/morning
• Create prioritized daily to-do list for Founder every morning
• Track all internal tasks assigned to teams - follow up regularly until completion
• Track external commitments (client deliverables, vendor deadlines, government submissions)
• Maintain comprehensive task tracking system (Excel or project management tool)
• Send regular status updates to Founder on all pending items
• Escalate delays, bottlenecks, or issues proactively before they become problems
• Her proactive planning ensures nothing falls through the cracks

DOCUMENTATION & PRESENTATION SUPPORT

• Draft business letters, correspondence, and formal documentation
• Prepare presentations (PowerPoint) based on Founder's brief and input
• Format data, reports, and information into clear, professional documents
• Maintain organized digital and physical filing system for confidential documents
• Handle document version control and ensure latest versions are accessible
• All documents must be error-free (grammar, spelling, formatting)

APPROVAL WORKFLOWS & INTERNAL COORDINATION

• Coordinate approval workflows across departments (accounts, operations, legal, etc.)
• Track all documents/proposals requiring Founder's review and approval
• Ensure proper documentation and context before presenting items for decision
• Follow up with departments post-approval to ensure implementation
• Pass Founder's instructions to teams clearly, accurately, and promptly
• Act as communication bridge between Founder and organization when required

CONFIDENTIALITY & PROFESSIONAL CONDUCT (Non-Negotiable)

• Maintain complete confidentiality regarding all business matters, financial information, and strategic decisions
• Handle sensitive documents with utmost security
• Never discuss Founder's schedule, meetings, or business matters with unauthorized persons
• Demonstrate mature judgment in all workplace situations and interactions
• Represent Founder's office with poise, confidence, and professionalism at all times
• Handle difficult situations (demanding clients, urgent vendors) with diplomacy
• Her conduct and judgment must reflect the responsibility of this senior position

REQUIRED QUALIFICATIONS (MANDATORY)

EXPERIENCE:

• 3-5 years specifically as Executive Assistant to CEO/Founder/Director OR Personal Assistant to business owners/senior management
• Demonstrated expertise in managing executive calendars and complex schedules
• Proven experience screening calls and managing visitor access for senior executives
• Track record of drafting professional business correspondence independently
• Experience with task tracking and follow-up across teams/departments

COMMUNICATION SKILLS:

• Fluent spoken and written English & Marathi (grammar-perfect writing is mandatory)
• Ability to draft emails, letters, and documents independently
• Confident, professional phone manner for high-level interactions
• Her writing represents the Founder - it must be flawless

PROFESSIONAL PRESENTATION & MATURITY:

• Formal business attire expected daily
• Polished, well-groomed, confident demeanor
• Mature judgment and professional boundaries
• Age/maturity appropriate to position of significant responsibility
• Comfortable representing Founder's office to external parties

TECHNICAL PROFICIENCY:

• Advanced Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Gmail, Calendar, Drive, Docs)
• Ability to create professional presentations and documents
• Quick learner for company-specific systems

PERSONAL ATTRIBUTES:

• Meticulous attention to detail
• Exceptional organizational skills
• Proactive problem-solver
• Calm under pressure
• Absolute discretion and integrity
• Strong work ethic and dedication

LANGUAGE REQUIREMENTS:

• English: Fluent
• Marathi: Fluent
• Hindi: Basic communication helpful

EDUCATION: Graduate degree (any discipline)

STRONGLY PREFERRED

• Experience supporting founders or business owners (vs. only corporate environments)
• Background in real estate, construction, consulting, or entrepreneurial organizations
• Demonstrated ability to attend meetings and represent executives when required
• Track record of handling multiple priorities and complex coordination
• References confirming professional conduct, judgment, and discretion

WHO SHOULD NOT APPLY

• Human Resources specialists
• Sales Coordinators or Business Development roles
• Operations Managers or Project Coordinators
• Office Managers focused on facilities/administration (without EA experience)
• Customer Service or Front Office roles (without senior EA experience)
• Fresh graduates or candidates with less than 3 years EA experience
• Candidates expecting remote or hybrid work
• Candidates who cannot maintain strict professional conduct
• Candidates who are looking for strict 8 hours a day job
• Candidates who are not ambitious enough

WHAT WE OFFER

• Ability to work with Founder & understanding how business is built
• Position of significant responsibility and organizational influence
• Exposure to business operations, decision-making, and strategic initiatives
• Opportunity to build and improve systems in a growing organization
• Professional work environment with clear expectations and mutual respect
• Performance-based increments and recognition
• Supportive team culture

This role is ideal for a mature professional who values trust and wants to be a key partner & contributor to business leadership.

COMPENSATION & BENEFITS

Salary Range: ₹5,50,000 - ₹7,20,000 per annum + Performance based rewards and increments

Compensation based on:

• Years of relevant EA/PA experience
• Quality of previous employers and professional references
• Interview performance and practical assessment results
• English / Marathi communication and writing proficiency
• Professional presentation, maturity, and judgment

Probation: 3 months with performance review and increment potential

Benefits: As per company policy

WORK SCHEDULE

Days: Monday to Saturday (6 days per week)

Hours: 10:00 AM to 7:00 PM (flexibility required based on Founder's schedule)

Sometimes : Extended hours during critical business periods or urgent situations

Leave: As per company policy

Job Types: Full-time, Permanent

Pay: Up to ₹60,000.00 per month

Benefits:

• Cell phone reimbursement
• Paid sick time
• Paid time off

Work Location: In person